University Personnel Process Forum

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

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UPP Forums website

How to contact University Personnel: UP Emails

Agenda

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Hot Topics/Reminders

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EVC Reminders

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

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

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• 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

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

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• 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

CSU Learn Compliance

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

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

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UP Updates

UP Updates

UP North - Admin building

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

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• 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

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

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

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
• Temporary Faculty
• Special Session
• Note: For tenure line faculty recruitments, Remie Bontrager will oversee steps within CHRS Recruiting

Temp Faculty and ASE

Appointment Reminders

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

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

Committee Elections

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

Questions