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November 2018 Edition

Volume 1 Issue 2 


From the Desk of the Senior Associate Vice

President, Joanne Wright…

There are just a few weeks left in the semester and while our faculty and students are getting ready for final presentations and exams our staff is busy preparing for spring. There is never a dull moment on a college campus and ours is no exception. We do, however, have a few holidays before the end of the year, which give us a little time away from work to relax, reflect, and get ready for what’s next. Campus offices will be closed December 25 through January 1 to celebrate the various winter holidays. Please remember that December 31 is a campus closure, not a rescheduled holiday, and you must account for that day with your personal holiday, vacation or CTO. If you do not have enough leave on the books, please talk to your manager about your options. As a reminder, MPPs, Confidential Employees and 12-month faculty are required to take leave that day. If you have any questions about this information or any other University Personnel policy or procedure, please don’t hesitate to reach out to me or a member of the leadership team. Contact information can be found on the Leadership Team page of our website.

As always, thank you for everything that you do for SJSU. I wish you all a happy holiday season and a successful and productive close to fall semester and 2018.


Year-End Deadlines, Holidays, and Reminders

As we approach the holidays, please be mindful of the year-end deadlines and reminders below.

December 4/Recruiting: Last day to submit a response to an “Approval to Extend a Conditional Offer” email for the final employee start date of December 10. All complete responses must be received by 8:00 a.m. on this day. Incomplete responses may delay the employee’s start date.

December 7/Mailing Address: Last day to update your mailing address to ensure your W2 is mailed to the correct location. See Change My Address and other info to review your address and make any necessary changes. The State Controller’s Office will mail W2s at the end of January 2019.

December 10/Position Management: Last day to submit funding, department and approval structure position management changes for December payroll. Changes received after this date will be processed in January 2019.

December 10/New Hires: Last new employee start date for 2018. This includes emergency hires, casual workers, and regular or temporary employees.

December 11/Recruiting: Last date to submit a response to an “Approval to Extend a Conditional Offer” email for employees with a start date of January 7, 2019, in order for the offer letter to be sent before the holiday break. All complete responses must be received by 8:00 a.m. on this day. Incomplete responses may delay the employee’s start date. For employee start dates after January 7, the offer letter will be sent to the candidate when operations resume in January 2019. Incomplete responses may delay the employee’s start date.

December 14/Recruiting: Last day a fully-approved Request to Recruit, including a fully-signed Position Description, can be received in order for the job to be posted by December 21. Requests to Recruit received after this date will be posted in January 2019. As a reminder, a vacancy will not be posted without a signed Position Description.

December 19/Payroll Docks: All Pay docks need to be reported to your assigned pay representative by 12:00 p.m.

December 21/Absence Management: Last day to enter and approve December absences. To ensure accurate and timely pay for the December pay period, all absences for both salaried and hourly employees must be entered and approved no later than 12:00 p.m. on Friday, December 21, 2018. See Enter My Absences or Approve Absences.

December 21/Student and Hourly Time Entry: Last day to enter December hours for student assistants, including work study, and hourly employees.

December 25-28/Campus Holidays: The campus is closed from December 25 through December 28 for the holidays. No personal leave needs to be taken for these days.

December 31/Campus Closure: The campus is closed on December 31. All employees must use vacation, personal holiday or compensatory time off for the December 31 campus closure. Bargaining unit employees, other than 12-month faculty, should work with their manager if they do not have enough time to cover the closure date. MPPs, confidential employees and 12-month faculty are required to take leave.

December 31/Paycheck Distribution: University Personnel South (UPD Building/3rd Floor) will be open from 8:00-9:00 a.m. on Monday, December 31 for employees who wish to pick up their December paycheck. Employees must bring a photo ID and may only pick up their own check. Department contacts can pick up paychecks when the campus reopens on January 2, 2019 from 9:00 - 11:00 a.m.

January 1, 2019/Campus Holiday: The campus is closed on January 1 and no personal leave needs to be taken for this day.

January 1, 2019/Open Enrollment: All open enrollment changes will be effective January 1, 2019. Please review your December pay stub to confirm your changes have been processed. If you have any questions regarding your open enrollment changes, please contact your Benefits Representative (Your UP Representatives).

January 2, 2019/Student and Hourly Time Approval: Deadline to approve hours for students and hourly employees for the December pay period. Amended time will be corrected or entered on or after this date.

January 7, 2019/New Hires: First new employee start date (includes emergency hires, casual workers, and regular or temporary employees) and first New Employee Orientation for 2019.

If you have any questions, please contact your Recruiter (Recruiters) or Your UP Representatives.


As an SJSU employee you have access to great discounts on entertainment, museums, amusement parks, hotels, rental cars, computers, and even cell phone service. Some of those offering discounts include: 24 Hour Fitness, California's Great America, Monterey Bay Aquarium, Santa Cruz Beach Boardwalk, Dell, Nissan, and Sharks Sports and Entertainment.

You are also eligible for free and discounted software downloads like the Adobe Creative Suite and Microsoft Office.

To view all discount information see Employee Discounts on the UP website and start saving today!

Note: Some sites require a discount code. To access those codes you must be logged into your SJSUOne account.


Employee Recognition Events

March 7, 2019 

Spartan Service Celebration

Staff with 15 or more years of service (in 5-year increments) will be honored with a celebratory program and reception.

March 21, 2019

Faculty Service Recognition & Awards Luncheon

Faculty with 15 or more years of service (in 5-year increments), as well the recipients of the SJSU President’s Scholar Award, the Outstanding Professor Award, the Distinguished Service Award, and the Outstanding Lecturer Award will be honored.


CSULearn Coming Soon!

The California State University is updating the Skillport Learning Portal and moving to a new streamlined Learning Portal, CSULearn, on February 1, 2019. From that date forward you will complete all required compliance training in the new system. CSULearn is a more contemporary site with intuitive navigation and access to more than 75,000 online courses, books, and videos.

The timeline for the migration to the new system is as follows:

November 30: Last day courses will be assigned in Skillport.

December 31: All assigned training in Skillport must be complete. Any courses in progress will not carry over and you will have to start again in the new system.

January 1: Skillport will no longer be accessible to the campus. The CO will migrate employee and course data from Skillport to CSULearn during the month of January.

February 1: CSULearn goes live and an announcement will be sent to campus containing information on how to access and use the new system.

During the month of January and after the system is live, we will hold several in-person overview sessions in Clark 547:

Tuesday, January 22 - 1:30-2:30
Wednesday, January 23 - 10:30-11:30
Tuesday, January 29 - 1:30-2:30
Thursday, January 31 - 9:00-10:00
Thursday, February 7 - 9:00-10:00
Monday, February 11 - 2:00-3:00

Click Enroll in Training Classes and search for Course Number TRCR69 to register for one of these upcoming sessions.
If you have any questions, please don’t hesitate to contact Carrie Medders ( / 408.924.2280) or Maggie Carrera ( / 408.924.2256).


Spartans Stepping Beyond

Spartans Stepping Beyond provides all members of the San José State community with the opportunity to recognize or thank a fellow Spartan who makes a difference on campus.

Each Spartan recognized for Stepping Beyond will be recognized on the University Personnel website and entered into a drawing to receive a special gift.

What might Stepping Beyond look like?

  • Going beyond what is expected
  • Performing exemplary work in support of others
  • Completing a task in a manner that allows others to more easily complete their work

Recognize a fellow Spartan today!


Over the last few weeks UP staff in the Office of Equal Opportunity and Employee Relations moved to our offices in Administration 218 and the Immigration staff moved to the 3rd Floor of the University Police Department Building. The units in each building are listed below and specific phone and email information can be found in the Directory or Directory by Function on our website.

University Personnel North

2nd Floor of the Administration Building, Room 218


Academic Employee Relations, Faculty Recruitment, OEO/ER, Retention, Tenure and Promotion (RTP)

University Personnel South

3rd Floor of the University Police Department Building


Benefits, Class/Comp, Employee Support Services, HRIS, Immigration, Payroll, Staff Recruiting and Training


Employee Support Services News


Temporary Faculty and Academic Student Employee Appointments


In our continuing effort to streamline our processes and enhance the support we provide to colleges and other units/divisions with academic employees, the regular session temporary faculty (Unit 3) and academic student employee (Unit 11) appointment function will now reside with our Employee Support Services Unit, led by Patricia Rodriguez. Departments, Colleges, and other units/divisions with temporary faculty and academic student employees may start forwarding regular session appointments to their assigned Employee Support Services Representative as of November 19, 2018. ESS Representatives are assigned as follows:


Crystal Mercado (; ext. 4-2023): College of Education, College of Health and Human Sciences

Juliana Bañuelos (; ext 4-1703): College of Business, College of Humanities & the Arts

Lien Nguyen (; ext 4-2140): Athletics, College of Engineering, International & Extended Studies

Sharon Austin (; ext. 4-2153): University Library, College of Science, College of Social Sciences, Counseling 


Finding the Right Rep for Your Department


Our Employee Support Services Representatives support non-college departments, too. To find your ESS Rep use the Your UP Representatives page on our website, found in Quick Links on the homepage, and in the About Us and Resources sections. (see page image below)


Type in your Department Name or Department ID to find your ESS Rep, as well as your Payroll and Benefits Reps.



Ask University Personnel

Q: Where do I update my address?


A: Sign into one.SJSU and search for address. Click the Change My Address and other contact info tile. This will take you into MySJSU to change your address.


Q: How do I apply for a job?


A: Visit the Careers page of our website then click Faculty, Staff, or Student Job Opportunities for information on how to view and apply for open positions.


Q: How do I find out if I’m eligible to take a sabbatical?


A: Contact Remie Bontrager, Sabbatical Leave Analyst, at for assistance.


Q: How do I get notified about training classes UP offers?


A: Join the UP Information & Announcements Google group. Please note, you may only join the group with an SJSU email address.


Q: How do I find my Payroll, Benefits and Employee Support Services (ESS) Rep?


A: See Your UP Representatives on the UP website. A link to the page can be found on the homepage, as well as in the About Us and Resources sections.


Graphic of the word job and cartoon figures

The following jobs were recently opened for recruitment:

  • Operating Engineer - Co-Generation Plant
  • Plumber - Facilities, Development & Operations 
  • Clery Compliance Director - Administration & Finance
  • International Student Advisor - Int'l Student & Scholar Services
  • Chemical Support Technician - Chemistry
  • Associate Dean - College of Education
  • Senior Director, Faculty Affairs - University Personnel

The following jobs are currently open to SJSU employees only:

  • Administrative Services Representative - University Personnel
  • Program Analyst - EdD Leadership Program
  • Assistant Athletics Director for Compliance - Athletics
  • Creative Director - Strategic Communications & Marketing
  • Sevis Records Coordinator - Int'l Student & Scholar Services
  • Court Liaison and Crime Analyst - University Police
  • Digital Director - Strategic Communications & Marketing
  • College Analyst - College of Health & Human Sciences
  • Associate Director, Planning & Operations - Facilities, Development & Operations

Visit the University Personnel Website

The University Personnel website is the best way to find information for faculty, staff and student employees as well as those individuals looking to begin or continue their career in the Spartan community. You can find the department’s Org Chart and Directory by Function, Forms & Policies, Resources, and an extensive help section (How Do I…?) containing Q & A, quick steps and tutorials.



Email University Personnel

Join/View the University Personnel Information & Announcements User Group for updates from your UP team!

Mailing address: SJSU HR, One Washington Square, San Jose, CA, 95192, US
Last Modified: Nov 28, 2018