The Staff Employment Process
Please Note: Effective June 2008 all Requests to Advertise for staff positions will be posted on Wednesdays instead of Fridays.
Frequently
Asked Questions:
 What
do I need to do to hire someone?
For positions for which you intend to recruit, the following materials
must be submitted to Elizabeth Redmond in the Staff Employment Office, Room
173, Sacramento Hall:
- 1 ea.
– “Request to Advertise for Staff
Position”
- 4 ea.
– “Position Description
Form”
- 1 ea.
– Organization Chart (current)
- 1 ea.
– Criteria used in the selection
process (must be supported by the
duties
and responsibilities of the vacant position).
- 1 ea.
– Questions to be asked in the
interview process (must be supported by
the
duties and characteristics of the vacant position).
- 1 ea.
– Reference check questions (must be
supported by the duties and characteristics of the vacant position).
- 1 ea.
– 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.
- 1 ea.
– If the position is to be advertised
in a newspaper/journal or on other websites, a copy of the
advertisement must be approved by Staff Employment. The Staff
Employment Office will review the ad text and assign a job number and
return the ad, via e-mail, to the department for submittal to the
appropriate media. 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 at
the following web address: http://www.csus.edu/proc/ProcurementCardProgram.htm
to get information on how to request a Procurement Card.
The forms can be obtained online at http://www.csus.edu/hr/forms.htm
under “Forms”.
What
happens to my employment request after I submit the recruitment package to
Staff Employment?
- The recruitment
package is assigned an Advertisement Number, reviewed to ensure the
packet is complete, accurate and has all required signatures to
authorize filling the vacancy.
- The packet is then
forwarded to the Classification Unit for review and assignment or
approval of a classification title.
- The packet is
returned to the Staff Employment Manager where the interview selection
criteria, interview questions, reference questions and Position
Description are reviewed and approved. (Departments may be
contacted if there are questions relating to any of these
forms).
- The Request to Advertise is sent to the Budget Office for confirmation or assignment of a CMS position number.
- Following completion
of the above steps, the Vacancy Announcement is written and posted in CMS/Recruiting Solutions. All newspaper advertising is placed at this time as
well. Vacancies are posted on Wednesday's and run for a
minimum of two weeks.
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 (1) week before the position
is advertised; two (2) weeks for the advertisement; one (1) week to review
the on-line applications and arrange interviews; one (1) week to interview
and make a selection and Staff Employment to make offer; and two (2) weeks
for the candidate to give notice to their previous employer, for a total of
approximately seven (7) 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.
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 Human Resources 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 Staff Employment 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 instruction 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 Staff Employment.
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 Special 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 brief 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 Staff Employment where the Process Summary will be logged
and sent to the Director of EEO/Affirmative Action for review
and approval. The Process Summary will then be returned to Staff Employment
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 Elizabeth Redmond, Interim Associate
Vice President of Human Resources for review and consideration for
approval. If approved, a job offer will be made by Elizabeth
Redmond. 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 Staff
Employment Manager will be in contact with them?
NO. All offers are made by the Staff
Employment Manager. 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 Staff
Employment to discuss the process.
What
happens to the applicant we select on their first day of work?
The Staff Employment 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 Staff Employment
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.
I’m
desperate!! 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 Sacramento Hall, 173, 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 Interim
Associate Vice President of Human Resources before the job offer can be
made. Please contact Amanda Cruz-Golberg at
86627 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.
|
