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University Personnel

Process Forum

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Introduction

  • Terryn Ashley - Senior Director, University Personnel Operations
    • 408-924-1708 terryn.ashley@sjsu.edu
  • Christie Martinez - Manager, Employment Authorization & Compliance Services
    • 408-924-6670 christie.martinez@sjsu.edu
  • Crystal Mercado - Manager, Faculty Services Operations
    • 408-924-2023 crystal.s.mercado@sjsu.edu
  • Julianne Miyashiro - Director, Academic Employee Relations
    • 408-924-2143 julianne.miyashiro@sjsu.edu
  • Tony Garcia - Director, University Personnel Operation
    • 408-924-2143 tony.garcia@sjsu.edu
  • Yazmin Perez - Interim Director of Benefits & Leaves Administration
    • 408-924-2155 yazmin.perez@sjsu.edu

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UPP Forums website

How to contact University Personnel: UP Emails

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Agenda

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Access Materials & �Recordings from the Forum

Join the group

  • UPP Group Link
  • Zoom Link

Meeting Materials

Follow-Up

  • Forum Questions

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Look for “University Personnel Process Forums” under the Resources tab

sjsu.edu/up > Resources > Operations

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Student Employment

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Student Appointment Changes

Effective Fall 2025

Beginning August 18, 2025, new appointment rules apply for all student employees due to recent Unit 15 unionization.

Key Changes:

  • All student appointments must include a defined end date.

Valid appointment periods:

ends on the last academic workday in Fall

ends on the last academic workday in Spring

ends on the last academic workday in Spring

Ensure all future student appointments align with one of these three approved timeframes

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Fall only

Spring only

Academic Year�(Fall through Spring)

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Separate Appointments�& Reappointments

  • Separate Appointments Required:
    • Summer employment
    • Winter* break (unless part of Academic Year)
  • Annual Reappointment:
    • Required for each academic year
  • Early Termination:
    • Permitted based on department operational needs or changes in student employment eligibility.

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*Winter employment requires a separate appointment unless it is covered by an Academic Year appointment

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Position Number Updates

University Personnel will update existing position numbers to ensure compliance with the new Unit 15 student union structure.

Includes job code updates and assignment of CBID R15 where applicable.

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No department action is required

1870 → 1860

1872 → No change (excluded from R15)

1871 → 1861

1876 → No change (excluded from R15)

1868 → No change

1874 → Discontinuation expected�1875 → Discontinuation expected

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✔ Take Action Starting Now

  • Use new templates for all appointments starting 8/18/2025
  • Confirm end dates align with valid periods
  • Submit reappointments each academic year
  • Create separate summer/winter appointments
  • Review updated resources:
    • Student appointment guide (posted by 7/11/2025)
    • Website & job aid (expected 7/18/2025)
    • OnBase Student Appointment Form (expected 7/18/2025)
    • Attend Student Employment Refresher - July 22, 2025 @ 1:30pm
      • Zoom Link (will also be shared via email with UPP & MPP groups)

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ASE Orientation

  • Reminder: UAW (R11) union to attend orientations for ISAs/GAs/TAs
    • Per Article 23.14, "The Union shall be provided 30 minutes to present Union information at campus-wide, college-wide, and tutoring center employment orientations”.
    • Unions should be invited at least 30 days prior to the orientation or as soon as possible but no later than 10 days prior to the orientation
  • Send orientation information below to christie.martinez@sjsu.edu
    • Orientation Date:

Time of 30 min period for UAW:

Location of orientation:

How many expected people:

Contact:

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ASE Orientation

  • ASEs are paid for attending orientation
    • Summer appointment or adjust fall appointment
  • Depts should provide time to complete TA training
    • TAs paid by adding FTE 0.02 or 0.3 WTU to fall appointment or creating summer TA position for the dates of the training
    • Summer TA (job code 2324) appointment paperwork is generated by FS

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Staff

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EVC Reminders

  • New employees cannot work without obtaining the EVC
    • The dept Admin also receives a copy and should not allow employees to work without seeing the EVC
    • Start dates will be updated to a later date and pay will be prorated
  • Non-CHRS Recruiting OnBoarding: Form I-9 form must be completed for any students, faculty, and staff who are not being hired via CHRS Recruiting
    • UP initiates the Form I-9 and sends email to the employee with link to the new hire paperwork

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CSU Learn Compliance

  • Compliance Training via CSULearn
    • Who is required to complete these trainings
      • All SJSU Employees including visiting scholars, volunteers, special consultants, special session only faculty all others.
    • When should they complete these trainings
      • Within 30 days from receiving the trainings

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CSULearn Trainings

CSU Compliance Training Report

  • Avoiding Conflicts of Interest
  • CSU's Discrimination Harassment Prevention Program for Non-Supervisors
  • CSU's Discrimination Harassment Prevention Program for Supervisors
  • Gender Equity and Title IX

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Who are getting reminder emails and when

  • Employees - 3 times a week M-W-F
  • MPPs - biweekly notice

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Faculty

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OnBoarding Reminders

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  • Faculty members cannot work until the Form I-9 is complete
  • Faculty will need to complete the recruitment process before working in an additional department
  • Start dates will be updated to a later date and pay will be prorated

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Reminders

  • Faculty Appointment Log:
    • Complete all purple columns only on the Faculty Appointment Log
    • Add prospective faculty members to the spreadsheet
  • Appointments
    • Faculty granted range elevation should be appointed at prior range and prior salary
      • Salary information for faculty granted range elevation will be released in the summer
    • Faculty with 3 -year Entitlement appointment needs appointment paperwork each year of their appointment
      • If faculty not working for a semester of their Entitlement, CSU Contract Data should reflect zero WTU for that semester

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Reminder: Faculty on Leave

  • Faculty with an approved Leave of Absence should have appointment paperwork submitted for an FTE/WTU of what they would usually work

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Temp Faculty Appointments

Batch Contracts for T. Faculty

  • Print multiple Statement of Terms and Condition
  • Enter Term, Dean’s Name, Empl ID OR Dept ID

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Refresher Training

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Questions

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