Unit 11 Hiring Process

Steps for Hiring

• Step 1: Opening a Position in PageUp

  In order to open a position in PageUp, you will need the following information:

  • A completed Advertisement Text Template(opens in new window)
  • A position number
  • Who you would like to have on the search committee (this should be anyone who will be reviewing applications and/or managing statuses)

  A Faculty Affairs Recruitment Specialist will post your position once the approval process has been completed. Unit 11 jobs will be posted to https://studentjobs.csuchico.edu and fed to Handshake within a few business days.

  See the Open a New Recruitment(opens in new window) guide for instructions on how to navigate PageUp when opening a position.

• Step 2: Screen applicants, conduct interviews, and check references

  Contact Faculty Affairs for guidance and templates about screening applicants and conducting interviews and reference checks.

  • Screen applicants based on your job application requirements.
    • Verify that the student is enrolled at least part-time. If using Work Study funds, check for Work Study award and unmet need.
  • Interview candidates. Faculty Affairs can assist with reviewing interview questions, samples, what are legal and illegal interview questions, and provide advice on conducting the interview.
  • Choose the best applicant(s)—and one backup should the top candidate not get employed by your department. If the student is being hired as an ISA, ensure the student meets the ISA classification and qualification standards (PDF). If the student is being hired as a TA or GA, ensure the student meets GA & TA eligibility(opens in new window) as well as the classification and qualification standards for both TAs (PDF) and GAs (PDF).

  It is strongly recommended students not selected for interview or hire are notified of the position closing/being filled. You can use the email template provided when moving them into a 'remove from consideration' status.

  Records Retention Information*

  • Recruitment documents are to be kept for a minimum of 10 years after the records are created/received, or 10 years from the date of the hiring decision.
  • Records/Information Retention and Disposition Schedule(opens in new window)
    • Subject Matter 1.0 Personnel/Payroll (PDF), refer to Records Identifier sections 1.2 and 1.3 (Personnel Files for Separated Employees

  *Documents created to aid in hiring such as interview questions, evaluation rubrics, search committee meeting notes, etc. should be uploaded to the PageUp job's "Documents" tab.

• Step 3: Extend contingent job offer

  Extend a written contingent job offer (email, letter, etc.) to the student containing the following information:

  • Appointment Title
  • Department name and contact information
  • Start date/End date
  • Full-time equivalent salary or hourly rate
  • Courses offered (for TAs)
  • Total WTU offered, expected time base, or expected hours per week

  The student should accept this offer before moving forward in the hiring process. 

• Step 4: Submit the offer card for the candidate
  You can submit an offer card from the candidate's applicant card in PageUp following the Create an Offer(opens in new window) guide. Faculty Affairs will review the offer card as part of the approval workflow and will update the fields on the card as needed. They will also start a background check if necessary.
• Step 5: Offer the position

  Faculty Affairs will extend an official offer through PageUp. The candidate will receive an email asking them to log in to their applicant portal to accept it.

  Once the candidate accepts an onboarding portal will open in their applicant portal for them.

  They should also continue to monitor their email for possible hiring paperwork that will be routed through AdobeSign for their signature, depending on their employment history at Chico State.

  NOTE: The student is not cleared to start work at this time. Confirm with Faculty Affairs that the student has completed all new hire paperwork before starting them.

• Step 6: Closing the Posting

  All applications must be in a final application status when recruitments are closed:

  • Search Committee Review Complete – Remove from Consideration
  • Interview Declined
  • Interview Complete – Remove from Consideration
  • Conditional Offer Declined
  • Accurate Background Check Unsuccessful
  • Offer Declined
  • Offer Rescinded
  • Hired
  • Not Hired Position Filled
  • Recruitment Cancelled
  • Incomplete
  • Withdrawn

  Notify the Faculty Affairs Recruitment Specialist when you are ready to close your recruitment. The recruitment will be set to inactive status and Faculty Affairs initiated postings will be taken down.

• Step 7: Candidate completes Employment paperwork

  Starting in March 2025, new Unit 11 employees requiring new hire paperwork will be processed through PageUp and provided with the necessary employment forms via the PageUp onboarding portal.

  This works to ensure compliance with legal mandates, including I-9 requirements (federal). This must be completed prior to the student starting work.

  • The I-9 documents are required for hire. Without the I-9, the CHRS Temporary Academic Employment (TAE) appointment will not be processed and the student employee is not authorized to work.
  • Completion of Employment Paperwork will allow the TAE appointment to be processed when submitted.
  • HRSC will ensure on your behalf that the student meets legal mandates for employment.

  Typically, a new employee needs to bring I-9 required documents. The most common are a passport or photo ID and social security card. A complete list of acceptable documents to verify an I-9 can be found here.(opens in new window)

• Step 8: Prepare the CHRS Temporary Academic Employment (TAE) Appointment

  Ask the student's supervisor to send you a completed Description of Duties (PDF) (DoD) form and prepare a TAE appointment using the DoD to communicate appointment and pay information about the academic student employee. Follow the ISA Appointment Documentation(opens in new window) (available to ISA preparers) or TA and GA Appointments Documentation(opens in new window) (available to TA and GA Contract Preparers).

  • As a Student Time and Labor Approver, you can update the student employee "Reports To" field. A Student Employee Reports To Maintainer Guide(opens in new window) provides directions for updating this information. Please contact Human Resources Information Systems (HRIS) by email or phone, 530-898-4947, with questions.
  • Departments appoint into positions as they are needed, rather than into multiple positions that may be needed in the future.
  • Payroll will run reports that monitor student records which have not received pay within the last 3 months. Payroll is defining this process and will be working with departments to clean up records that are not being used.

  If using Work Study funding...

  It is advised to check a student's work study award monthly, because it can change. For more information about this process, or access to work study funding screens and guidance contact the Financial Aid & Scholarship Office(opens in new window).

• Step 9: Online Training
  Compliance Training

  All CSU, Chico employees—including student employees—are required to complete training as required by law, CSU, or campus policies. Most of these trainings are web-based and can be completed at an employee’s workstation through CSU Learn. Employees will be automatically enrolled in on-line trainings during their first month of employment. Go to the Compliance Training(opens in new window) web site to see a list of compliance trainings. Employees should be given work time to complete compliance training and assigned professional development. The employee is responsible for completing the training as long they are an active employee in PeopleSoft.

  Lead/Manager Responsibility

  Supervisors must ensure that their employees, including ALL students employed through the university, complete compliance training(opens in new window) within the first 30 days of employment. It is your responsibility to schedule paid work time—approximately 4+ hours—for the student employee to complete online compliance training.

  Online Professional Development Courses

  Student employees have access to online professional development courses through CSU Learn.

  • All state employees, student or not, have access to online professional development.

  Note: The Reports To position (in PeopleSoft-HR) will receive notices if the employee doesn't complete required training. If a change in the Reports To field is desired, please review the Student Employee Reports To Maintainer Guide(opens in new window). Contact Human Resources Information Systems (HRIS) by email or phone, 530-898-4947, with questions.
  
• Separation

  Student employees are to be inactivated when they are no longer working for a department.

  This is important to maintain for the following reasons:

  • Keeps data in PeopleSoft “clean” and accurate
  • PeopleSoft employee status is being used by third party systems and notifications
  • Reduces the risk to campus and departments from unauthorized data access and potential security breaches and data misuse
  • Automatically inactivates in the campus training system so the student will stop receiving employee training notices
  • Avoids unnecessary employment history in the system that departments must wade through when looking for accurate information
  • Hiring department uses the Separation Procedures for Unit 3 and Unit 11 Employees(opens in new window) to notify Payroll that the student’s employment has ended
  • Payroll monitors student records for lack of pay

  If you would like to terminate an academic student employee position early, check with Faculty Affairs for the appropriate process.

• Who completes which steps?

  Area, department, and college processes can vary and typically depend on whether the areas have decentralized or centralized functions related to the student employee hiring process. Please refer to the Unit 11 Recruitment Roles Outline(opens in new window) for how work is typically divided during a recruitment.