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June 2015

Changes to Recruitment & On Boarding Processes

Human Resources recently rolled out the following changes in the recruitment and on boarding processes based on feedback we have received from our managers and staff, as well as our new employees. 

Position Descriptions

Position Descriptions must be signed by Workforce Planning and the Appropriate Administrator in the department before a job will be posted. This ensures we can send the PD to the candidate along with the offer letter as soon as we receive the acceptance information.

Employee Profiles 

An Employee Profile is no longer required to be submitted at the time of appointment. Only the email outlining the details of the appointment from the Appropriate Administrator is required.

Deadline Change

The deadline for the Appropriate Administrator to email the appointment details to Workforce Planning is now Tuesday morning at 8:00 a.m. in order to have your new employee start the next Monday. This ensures Workforce Planning and Employee Services have ample time to process the candidate's information so they are able to use email and other services on their first day. 

Use of iSupport to Submit Selection Packet

Instead of emailing your selection packet to Workforce Planning, you will open an iSupport change ticket and attach the materials. The ticket may be opened by the Appropriate Administrator or his or her designee. See the On Boarding in iSupport user guide on our website for step-by-step instructions.

As always, we are here to help, so please let us know if you have any questions and don't hesitate to provide us feedback as you use the new iSupport process. We welcome your input as we continue to work to make this process more streamlined for you and more helping and caring for our new employees. 

 

Click the 'View in web browser' link in the gold bar above or  the ‘View entire message’ link at the bottom to read all the news!

Coming Soon...

Payroll Changes

In our ongoing efforts to review and improve our services to the campus community, the payroll representatives will be rotating their payroll rosters beginning July 1, 2015.  Each representative will be assigned to new colleges and departments and will be going out to campus to meet their new contacts.  This will give them the opportunity to meet new customers and cross train with one another with their new assigned areas.  The reps are excited about the changes and are looking forward to working with their new customers!

The updated list will be posted soon on the Your HR Representatives of the HR website.

Save the Dates!

The Employee Services Fair will be held September 29, 2015. Learn about the benefits and perks available to you directly from the vendors. We had close to 80 vendors last year offering discounts, giveaways and prizes to SJSU employees. We are working hard to make this year's fair even bigger and better!

The 48th Annual Spartan Service Celebration will be held October 29, 2015. Join us as we honor our dedicated staff for their milestone years of service. This year we will be honoring over 90 staff members.

Stay tuned to future issues of HR Buzz for more information about both of these events.

Smoke Free Campus

SJSU will become tobacco and smoke free on August 1, 2015. This means that tobacco products, such as cigarettes, chewing tobacco, smokeless tobacco, vape pens and e-cigarettes, will not be permitted in or outside any buildings, including the Event Center and those on South Campus, or in parking areas. While this is welcome news to many of you, we understand the transition may be challenging for some. 

A variety of smoking cessation programs are available to SJSU faculty and staff through the health benefit providers, LifeMatters EAP, and organizations including Breathe California and the California Smoker's Hotline.

A Tobacco Cessation workshop lead by LifeMatters will be held July 22, 2015 from 10:00 a.m. to 11:00 a.m. in Clark 547. Making the decision to quit is a big step. Learn what to expect, how to prepare, and how to use tools and resources provided to you by LifeMatters. Register in PeopleSoft using HR 101 course code TRHW22.

Visit the Tobacco Free SJSU website to view the Tobacco Free Policy, get answers to frequently asked questions, and for additional resources.

Buzz on...Magdalena Carrera

Magdalena Carrera has been employed in the Human Resources Department for thirteen years serving in a variety of roles.  Currently, she is an Employee Relations & Equal Opportunity Analyst and also participates in the following committees: Spartans for Safety, Title IX and Veteran’s Advisory.  She is an SJSU alumna, holding a B.S. in Business Administration in Human Resources, a minor in Spanish and received a Human Resources Generalist certification.  

Q.  Where did you grow up?  

A.  My family moved around while growing up. I have lived in Oakland, Salinas, Watsonville, Mexico & finally, San José. I am a self-proclaimed gypsy.

Q.  What do you like to eat?    

A.   Mexican and Italian are my favorites.  I am not fond of any seafood.

Q.  What is your favorite spot on campus?   

A.  The Morris Daley auditorium - Tower Hall

Q.  What is the most satisfying part of your job?   

A.  Letting employees know that if they are being discriminated against, harassed or feel retaliation, they do have rights and can come to the Office for Equal Opportunity to seek advice.  I like to listen to employees and be able to provide my expertise by sharing what their next steps can be.

Q.  How do you spend your time outside of work?   

A.  I like to stay active.  I am in an outrigger canoe paddling club in Mountain View and I paddle for about nine months out of the year.  I love going to the movies, visiting family & friends, gardening and traveling around the world.

Q.  Who is someone that inspires you?   

A.  Oprah Winfrey.  She had a negative life experience as a teenager, but that did not stop her from continuing her dream of becoming a television broadcaster. She has become a positive role model for so many people around the world. I love her generosity. We need more people like her.

Upcoming Training & Events 

June 17, Wed TRFE11 Your Retirement Plan at Work by Valic
June 21, Wed TRFE35 Is ROTH Right for You? by Savings Plus
June 22, Thurs TRHW22 Tobacco Cessation Workshop
July 30, Thurs TRSD39 Managing Multiple Priorities and Projects

HR is pleased to bring a guest trainer to campus to lead Managing Multiple Priorities and Projects. This focused workshop is designed for the way professionals work today. You will learn the latest project-management techniques and gain valuable prioritization tools. During the first few minutes of training, you’ll pinpoint old habits and behaviors that are wasting your precious time and sabotaging your efforts, and you’ll start replacing them with success habits all top achievers share.

Thursday, July 30 from 8:30 to 3:30 in BBC 32. Register in PeopleSoft with course code TRSD39. Space is limited. Please be mindful that by enrolling, you are making a commitment to attend the entire session.

Eco Pass

Beginning Fall 2015, Associated Students Transportation Solutions will be transitioning from the Eco Pass Sticker to the Eco Pass Clipper Card. Paired with your Tower Card ID, the Eco Pass Clipper Card is your pass for unlimited rides on all VTA buses and Light Rail lines for only $25/semester. For more information about how to get your Eco Pass Clipper Card please sign up here.

Employee Discounts

Planning a vacation or weekend outing? Be sure to check out the Employee Discounts webpage on the HR website. We've added several new offers including discounts on tickets to Gilroy Gardens, the Santa Cruz Beach Boardwalk and Knott's Berry Farm. Contact Julie Wong to request discount codes.

Spotlight on:

Employee Services

Under the leadership of Carolina Buchting, Manager of Employee Services, this unit is committed to delivering timely and consistent customer service to Staff, Faculty and Students. Through collaboration with other HR units and university departments/colleges, Employee Services is committed to meeting an employee’s needs throughout their employment with San José State.

 

 

Front Desk

Crystal Salinas and Aggie Anaya, Administrative Service Representatives, are waiting to greet you with a friendly smile and direct you to the appropriate HR representative. They have the pleasure of assisting all new employees with their new hire paperwork as well as assisting existing or returning employees with employment re-verification.

You can stop by the front desk to make changes to your withholding allowance, change your address and either sign up or make changes to your Direct Deposit account. If you’re too busy and can’t make it into HR, you can also find all HR forms on our website; just print them out and drop them off to the front desk or at our after hours mailbox in the UPD lobby (first floor) at your convenience.

If you happen to have a name change, Crystal or Aggie can assist you with that as well. Make sure to bring your new Social Security Card showing your new legal name and they will provide you with an EAR Form for the name change. Once they verify your information, they will be happy to issue you a new Tower Card.

The Front Desk’s hours of operation are Monday through Friday from 8:00 am to 5:00 pm. Crystal and Aggie are looking forward to assisting you!

Employee Services (formerly known as Personnel Services)

Employee Services is comprised of Stacy Perez, Employee Services Lead, and three Employee Services Representatives: Courtney Bogan, Jasmine Ferrer, and Sharon Austin. Their primary objective is to ensure personnel transactions for all university employees, academic and non-academic, are processed in a timely and effective manner. They help facilitate the weekly New Employee Orientation and arrange 1:1 orientations in case of emergencies. You may also contact your Employee Services Representative if you are interested in viewing your Personnel File. In addition, Employee Services is responsible for scheduling and conducting the exit interviews at the time of Off Boarding.

Please see Your HR Representatives page on the HR website to identify your primary contact.

Immigration

A newly created role in HR is Rosario Gaspar’s Immigration Analyst role. Rosario has been the Budget Analyst for HR and will now also take on the responsibility of being a resource to student employees and campus departments for the appointments of Instructional Support Assistants and Non Resident Alien Tax status students. Another component of immigration is I-9 compliance with federal laws. This can only be accomplished by ensuring processes and procedures are compliant with federal law.

Employee Services Analyst

Michele Delfino, Employee Services Analyst, monitors, analyzes and reports on Human Resources’ operational effectiveness. She provides guidance for planning, coordinating and implementing operational programs. Michele also manages payroll warrant distribution and verification of employment.

Office Support

Diane Quintos, Employee Services Operations Lead, heads up the Front Desk staff, as well as a team of student employees who also support the department. Along with short and long term projects, she oversees all filing and scanning of payroll and personnel documents. You will also find our awesome student staff helping out at the Front Desk from time to time.

 

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Mailing address: SJSU, One Washington Square, San José, Ca, 95192, USA
Last Updated Aug 31, 2022