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University Personnel Process Forum

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Introduction

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

Terryn Ashley - Senior Director, University Personnel Operations

  • 408-924-1708
  • terryn.ashley@sjsu.edu

UPP Forums website

How to contact University Personnel: UP Emails

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Hot Topics/Reminders

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EVC Reminders

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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

  • Depts will get notice if they are out of compliance and will be responsible for fines if we are audited by the USCIS

  • Employees who are out of compliance will get notice that their start date will be updated
    • They will not be able to work until the Form I-9 is complete
    • Pay will be prorated as of the day that the Form I-9 is complete

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EVC Reminders

  • 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

  • Open Lab for I-9 and New Employee Forms Process Mondays from 9-10

https://sjsu.zoom.us/j/81366836966

  • Provisioning will happen when the EVC has been issued

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CSU Learn Compliance

  • Compliance Training via CSULearn
    • Who is required to complete these trainings
      • All SJSU Employees

    • When should they complete these trainings
      • Within 30 days from receiving the trainings

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UP Updates

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UP Updates

UP North - Admin building

  • Tower Card process
    • 9:00 am - 4:00 daily

  • Check distribution -
    • Changes effective September 1
      • Employees picking up checks
    • Admin 177 - warrant pickup
      • Check Distribution days and times
      • Monthly and Mid Monthly
        • 9:00 am to 11:00 am & 2:00 to 4:00pm
      • Daily Warrant Pickup
        • 9:00 am to 11:00 am

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Employee Clearance Form

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Employee Clearance Form

  • Employee Clearance Form updated
    • Salary Schedules will be �updated to include tracking of �department/IT property

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General Salary Increase

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General Salary Increase Update

  • GSI approved for CFA, CSUEU, SUPA, and UAW
    • Eligible employees will receive a 5% GSI effective July 1, 2024
    • New rate will be reflected in the Sept 1 paycheck
    • Adjustments for July 2024 will be processed in late August
    • Salary Schedules will be updated the week of August 19
      • New appointments must follow the updated salary schedules
  • Faculty
    • The minimum salary floor for range/rank A (LA) will be increased by $250 per month
    • Eligible faculty will receive a 2.65% SSI
    • 2322 Special Session Salary Schedule

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Temporary Faculty Job Cards in CHRS Recruiting

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Job Cards

  • The creation of Job Cards in CHRS Recruiting for temporary faculty positions will now be handled by the Faculty Employment Specialist team
    • To create a new Job Card, send the appropriate Position Description
  • Note: For tenure line faculty recruitments, Remie Bontrager will oversee steps within CHRS Recruiting

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Temp Faculty and ASE

Appointment Reminders

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Appointment Reminders

  • Temporary Faculty and ASE Appt Processing Deadlines
    • 8/5/24: Appointments due in OnBase
    • 8/19/24: First day of the fall semester; start dates will be updated if I-9s are not completed on/before this day
    • 9/6/24: Mass termination of temp faculty, GAs, and TAs who are not reappointed
  • Training video and guides available on the Faculty webpage of the UP website for reference
  • New hires being added to the Faculty Appointment Log
    • Ensure that the faculty submit all required application materials ASAP

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FS Processes

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Faculty Services Processes

  • Evaluation Calendars contains calendars for all FS processes
  • Range Elevation:
    • 8/30/24: Deadline for faculty to email intent to apply
  • Retention, Tenure & Promotion:
    • 8/30/24: Deadline for Chairs to submit names of faculty seeking early review
    • 8/30/24: Chairs provide faculty description of academic assignment
    • 9/6/24: Chair reviews dossiers for feedback
  • Sabbatical:
    • 8/9/24: Cases opened for faculty who emailed intent to apply
    • 9/6/24: Deadline for faculty to email intent to apply

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Committee Elections

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Committee Elections

  • Committees must be formed to take part in these processes
    • Faculty elected to committees should be reported to FS via the FS/College Sheets
    • Based on processes, committee members will be enrolled in required training courses and/or sign confidentiality forms

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Questions