University Personnel Process

Faculty Services Videos

Here you will find recordings of academic personnel process meetings for your reference.

• February 8, 2022
• November 9, 2021
• October 12, 2021
• August 10, 2021
• July 13, 2021
• June 8, 2021
• May 11, 2021
• April 13, 2021

Faculty Services Guidesheets

• Pre-employment Standards for Lecturers
• Proposal for Faculty Vaccination Steps
• Temp Faculty Appointments Checklist
• Shared Drive Location of FA Sheets

Agenda

• University Personnel Processes Meeting Agenda (requires SJSU login)

Frequently Asked Questions

Forum Questions - UPP Meeting July 12, 2022

• What are the steps to get the appointment? Are the students emailed the steps?

  • Once the department completes the Google form to initiate the process, the student will receive an email from a UP Representative with a link to the new hire paperwork and receive an email from Tracker I-9 to complete Section 1 of the Form I-9.

• Is this Google form posted on the UP website somewhere?

  • The Google form is posted on the website.

• Can you give us an example of the type of hires that are not hired through CHRS?

  • Types of hires not hired via CHRS includes all student employees, temporary staff, emergency hire staff, staff hired in CHRS but do not use the onboarding portal (FD&O), and faculty not hired in CHRS, such as rehires with a break in service up to 12 months or less than a year.

• For student assistants, is doing the Google form in addition to the normal hiring process that we have had in the past?

  • The Google form is in lieu of the students sending an email to UP to initiate the process.

• When does this new process start for the Google form for new Student Assistant hires?

  • Departments can start using the Google form now.

• Why not continue to complete the Form I-9 online? Was it not working? Why go back to in-person?

  • The USCIS gave a temporary waiver during COVID for reviewing I-9 documents, i.e., they allowed electronic (remote) review. However, that waiver is not applicable once the organization offices return from remote work which is what we have done.

• We used to get an email letting us know that there was a check for one of our department's employees. Will you continue to send this reminder?

  • If your department has a daily paycheck, you will get an email to inform you that there are checks to pick up.

• Will each college be assigned to one of the FS Reps?

  • For the fall 2022 semester, the FS Reps will process paperwork as they come in.

• Will Dept/Colleges still send out the Offer Letter and if not, how will the routing be set up so the appropriate people (college offices/Depts etc) are in the loop that the offer letter is sent to the applicant to sign?

  • The departments and colleges will continue to initiate the offer letter, and that process will not change. (Refer to Slide 7 for the processes that the FS Reps will be taking over for Fall 2022)

• Will there be a new Checklist for this updates?

  • No new checklist will be created and the same checklist should continue to be used.

• Is there a common email address where we contact the FS Reps or do we email one of them directly?

  • No yet, but we are in the process and we'll communicate that once it's ready.

• Is there a way to know when direct deposits have been processed, outside of master payroll and student payroll? In the past we had the pay stub, but that is no longer the case. Example, separating employees' final check.

  • Employees can look at their Cal Employee Connect portal to view their pay stubs and W2s online.

• Can the employee's name be listed when sending out the emails for paychecks?

  • During Shelter in Place, names were placed on emails, however since the university has returned to having staff in-person, the emails do not contain names. It is expected that if email notification is sent out, departments who get those notifications should pick up the paychecks.

• Follow up to Jessica's questions, can you contact the DROs as well for the notifications?

  • It is expected that if email notification is sent out, departments who get those notifications should pick up the paychecks. We will look into if DROs can also receive notifications.