The Staff Employment Process FAQ

Frequently Asked Questions:

What do I need to do to hire someone?

  • All positions for which you intend to recruit are to be submitted via the Automated Request to Advertise in PeopleSoft HR/SA.

The following materials must be submitted as electronic attachments with the Automated Request to Advertise:

  • Request for Exemption form
  • Position Description form / IT Position Description form
  • Organizational Chart (current)
  • Selection Criteria (must be supported by the duties and responsibilities of the vacant position).
  • Interview Questions (must be supported by the duties and characteristics of the vacant position).
  • Reference Check Questions (must be supported by the duties and characteristics of the vacant position).
  • Samples of any demonstration of skills to be expected of the applicant in the hiring/interview process, e.g. sample of material to be entered in a spreadsheet using Excel.
  • Background Check Worksheet – Review the Criminal Background Check Process and Guidelines for additional information regarding this requirement.
  • A copy of the advertisement, if the position is to be advertised in a newspaper/journal or on other websites. The advertisement(s) will be reviewed and approved by Staff Employment. Departments may utilize their Procurement Card for the placement of job advertisements. Departments that do not have a Procurement Card may access the Procurement website to get information on how to request a Procurement Card.

Forms can be obtained on the HR Forms webpage.

For complete instructions please access the Automated Request to Advertise User Guide.  If you have not received training on how to use the Automated Request to Advertise you may utilize the on-line tutorial.  Navigation in CMS HR > Automated Recruitment Request > Create a Recruitment Request

What if I do not have security to access the Automated Request to Advertise?

Is there anything that needs to be submitted to Human Resources in addition to the Automated Request to Advertise?

  • After submitting the Automated Request to Advertise please send an original and 3 copies of the “Position Description Form” with all appropriate signatures to Human Resources – Employment Services, campus zip 6032. Please note the recruitment request number that was electronically assigned to the position in the upper right hand corner of each document so that HR can coordinate the hardcopy information with the appropriate on-line request.

What happens to my employment request after I submit the recruitment package to Staff Employment?

  • When a Recruitment Request is submitted the Approval Process will be initiated. The process is a set of electronic approvals starting with a Department Review, Dean/Program Center and/or VP approval, continuing on to the Budget Office and Office of Human Resources.
  • Approvers will receive an email notification containing the Recruitment Request ID, the Posting Title and a direct link to the Recruitment Request Approval Page.
  • Once the Recruitment Request has been approved at the Department/Dean/Program Center/VP levels it is sent to Human Resources
  • The Recruitment Request will be reviewed by Human Resources to ensure the submission is complete, accurate and has all required approvals to fill the vacancy.
  • The Recruitment Request is then sent forward to the Classification Unit for review and assignment or approval of a classification title.
  • The Recruitment Request then moves on to the Budget Office for confirmation or assignment of a CMS position number and review of funding information.
  • Following the completion of the above steps the Recruitment Request goes back to Human Resources for the Vacancy Announcement information entered by the Requestor to be reviewed and approved. The interview selection criteria, interview questions, reference questions and position description will also be reviewed, approved and edited as necessary. Departments may be contacted if there are questions related to any of these items.
  • When the approval process is complete, an e-mail notification will be sent to the original requestor.
  • The Office of Human Resources – Employment Services will post the vacancy announcement.
  • Positions are posted on Wednesday of each week.

What if I am an approving authority and I have not been trained or do not have security access?

  • If you have not received training on how to use the approval process for the Automated Request to Advertise you may utilize the on-line tutorial.

Navigation in CMS HR > Automated Recruitment Request > Recruitment Request Approval Process

How long will this whole process take after I submit all of the above to Staff Employment?

  • Departments should plan on a minimum of one to two weeks before the position is advertised; two weeks for the advertisement; one week to review the on-line applications and arrange interviews; minimum of two weeks to interview and make a selection and Employment Services to make offer; and two weeks for the candidate to give notice to their previous employer, for a total of approximately nine weeks.
  • Other things that may impact the length of time to fill the vacancy are:
  • The length of time it takes to make a classification assignment may impact the speed at which a position can be posted.  A new position requires a more extensive review in order to determine an appropriate classification.
  • The Budget Office has to review and confirm the CMS position number assigned to the classification before the position is posted.
  • Clarification and/or revisions to be made to posting infomation.
  • If there is to be an advertisement in a newspaper or journal this must also be coordinated with the actual dates the position is advertised. 

How long does the position have to be advertised?

  • Per the Memorandums of Understanding, positions must be advertised a minimum of two weeks.  If you wish for the advertisement to run longer, please indicate so on the Request to Advertise. 

What happens after the position advertisement closes?

  • All applications must be submitted via the on-line application system no later than 11:59 P.M. (Pacific Time) on the closing date for the position. Once the position is closed, staff in Employment Services will run a query to determine CSUEU bargaining unit members and departments will be notified of the on-campus employees covered under Article 9.3 of the CSUEU MOU who have applied for their position.  Please note that Employment Services doesn't screen the on-line applications to determine if they meet the minimum qualifications of the position.  This is the responsibility of the hiring departments.  Hard copy applications will no longer be available for pick-up. The contact person on the Request to Advertise will receive an e-mail when the on-line applications are ready to be viewed by the Search Committee. Search Committees will receive access to view on-line applications after the position closes or is posted for two weeks. Please refer to the on-line instrution guide.

What is Article 9.3 of the CSU/CSUEU MOU?

  • Article 9.3 of the CSU/CSUEU MOU states: “It shall be the policy of the CSU in filling vacant bargaining unit positions to fill such vacancies from among qualified individuals currently employed at a campus."
  • NOTE:  It is important that any “specialized skills and abilities” required of the position be included in the Position Description Form when it is submitted to Employment Services.  Such skills and abilities may not be added after the advertisement process.  Special skills and abilities used to disqualify on-campus candidates must be required knowledge and skills that cannot be easily learned on the job after a brief orientation.  In the event an on-campus applicant files a grievance, it is the responsibility of the department to defend their decision.

Who should serve on my hiring committee? What are the member’s functions?

  • Individuals most familiar with the department and position being filled are best candidates for the hiring committee.  There should be a minimum of three members on the committee and the committee should reflect diversity where possible.  You should also refer to the MOU covering the position for which you are going to interview to determine if a bargaining unit member must be represented on the hiring committee, e.g. Unit 4, Article 13.4 states that “…at least one bargaining unit member shall be included on the committee.”  Unit 6 states that when an interview panel is utilized and the union recommends one (1) bargaining unit member from the craft being recruited, such unit member shall serve on the panel. 
  • The committee should collectively screen the applicants using the pre-approved selection criteria to determine if they meet the Minimum Qualification equivalencies and the Required/Preferred Knowledge, Skills and Abilities noted on the vacancy announcement; select the candidates to be interviewed and interview candidates using pre-approved questions.  Normally four to eight candidates are selected. 
  • The committee will do reference checks on final candidates using pre-approved reference questions and make recommendations on the top candidates for the position in order of preference to hire.  Note: (Before reference checks are conducted, please refer to the Employment Application Form, page three (3), to determine if the applicant indicated that they wish to be contacted before reference checks are made).  For on-campus applicants, hiring managers may verbally request information from the Staff Employment Manager regarding an on-campus applicant’s past Performance Evaluations. 

What forms are submitted in order to hire the selected candidate?

  • A completed Appointment Process Summary form, a Personnel Transaction Form (PTF) for the selected candidate with appropriate signatures; a description of the reasons for the Committee’s final decision; and a printed copy of the on-line applications and resumes of all applicants interviewed. This information should be sent to Employment Services where the Process Summary will be logged and reviewed. The Process Summary will then be returned to Employment Services where assigned HR staff will make the offer of employment and advise you of the results. At no time should an offer be made, or an indication given to an applicant that they are the first choice, by the hiring department/college.   
  • NOTE: Applicants, if they are employed, are usually expected to give a two-week notice to their employer before beginning a new position.
  • If the starting salary is above the minimum of the salary range for on or off campus candidates a “Request for Staff Appointment/Salary Increase Above Guideline Minimum” form must be completed with all necessary signatures and forwarded to Jackie Kernen for review and consideration for approval.  If approved, a job offer will be made by Employment Services.  This form is available at http://www.csus.edu/hr/forms.htm. 

Can the hiring department call the selected candidate directly to make the job offer or let the candidate know they are the finalist and the Employment Manager will be in contact with them?

  • NO. All offers are made by the Employment Services.  Until the potential offer has been approved at all levels, the offer is not official. 

What happens to those applicants not selected?  Can I call them and tell them that they were not selected?

  • All applicants who were interviewed and not selected receive a letter of regret from the Employment Manager.  We ask hiring departments not to contact any of the applicants after the conclusion of the interviews.  If calls are received from the interviewees, please ask them to call Employment Services to discuss the process. 

What happens to the applicant we select on their first day of work?

  • The Employment Services Office provides new employees with a free parking pass on the day of their orientation, generally their first day of work.  Employees obtain the pass at an Information Booth.  New employees then go to The Employment Services Office for their orientation.  During orientation new employees sign their appointment letters, review and sign their new job descriptions, hear about campus policies and procedures and are provided a benefits review by Benefits Office Staff.  Employees then move on to the Payroll Office to sign employment eligibility forms and tax forms; to the OneCard office to receive their Staff Identification Card; to Lassen Hall to purchase their parking pass; and then to their department to begin work.  It is also recommended that the hiring department perform introductions and provide a departmental orientation. 

Is there any way I can obtain a temporary employee to fill in until I’m able to fill this position?

  • If you need temporary help there are several sources from which to choose:

    • Retired Annuitant Pool – please contact Linda Robles at extension 86967 if you wish to hire a retired annuitant.
    • Temporary Help Agency – to obtain help from a temporary staffing service, please call Amanda Cruz-Golberg at 86627 and she will assist you in coordinating this hire.
    • 180-Day or Less Hires – depending on the MOU, departments may hire a temporary employee without advertising for a total of 180 days or less.  To hire this type of employee departments must:
      • Submit an appointing and separating PTF, a Request for Temporary 90-day Employee form, employment application and brief position description to Amanda Cruz-Golberg in Del Norte Hall, 3009G, campus zip 6032.  The position is reviewed by the Classification Unit to determine appropriate classification and salary and approved for filling.  If departments wish to hire above the minimum of the range, a “Request for Staff Appointment/Salary Increase Above Guideline Minimums” form must accompany the PTF.  This request must be approved by the Employment Manager before the job offer can be made.  Please contact Amanda Cruz-Golberg at x86627 with any further questions. 

If the candidate we selected should leave for any reason, after a brief period, can we then use the same applicant pool rather than re-advertising?

  • A request to hire from the same applicant pool must be made in writing and approved by the Equal Opportunity Officer and the Associate Vice President of Human Resources/Employment Services.