Department's New Hire Resources
This page provides a list of tasks or processes that need to be completed before a new employee can access systems and other information vital to their positions. This list is for managers, supervisors, administrative analysts/specialists, administrative support coordinators and administrative staff that mentor and orient the new employee in their new job.
To assist departments in gaining campus services for new employees review pdf of Department's Quick New Hire Checklist(opens in new window). This checklist is not intended to be a complete listing of necessary onboarding information. Review the information below for more thorough information.
- Access Hire Process
All services depend on the completion of Employment paperwork and the Department/Unit request/authorization for access to campus services.
- Primary Access and Account Information (for most employees)
Wildcat ID Card
The Wildcat Card is essential for many services across campus, including building access and free transportation in Butte County on the B-Line(opens in new window) buses. The Wildcat ID card office is located inside ITSS in the Meriam Library in Rm 142. An official form of photo identification is required, such as a driver’s license, military ID, or passport. View Wildcat Card Office website for more information.
Email
Email is automated in Account Center based on data from CHRS. A process is in place to grant new faculty and staff access to campuses services such as e-mail, portal access, Wildcat card, and library services prior to their appointment effective date. Staff and MPP are granted access after completion of the new hire paperwork. Employment Services creates a Future Hire Person of Interest (POI) record in CHRS. Faculty are granted access after completion of the new hire paperwork. Faculty Affairs and Success creates a Future Hire Person of Interest (POI) record in CHRS. New employees with a prior relationship with Chico State and an existing account can work with their department to get the information needed to reset their existing account password..
Portal Account
No additional steps are needed. The same user name and password is used for email and portal access. The ability to log into the portal(opens in new window) will be set up at the same time email is set up.
This personalized secure site allows the employee to access e-mail, Canvas, CHRS and more.
Phone Display and Voicemail
An employee's phone can be programmed to display their name and display any phone extensions by going through the Computing and Communications Services (CCSV) website.
Contact Computing and Communications Services (CCSV) for design and implementation of additions, moves and changes for both voice and data communications on campus. You can activate your voicemail though their website.
Entitlements Catalog
Additional access information can be found in the Identity and Access Management Entitlements Catalog. You will need to log in using your campus credentials to access this page.
- Building Card and Key Access
University keys and access to buildings using a Wildcat ID Card are issued and maintained by Facilities Management & Services. Keys and card access for Faculty, Staff, and Students can be requested on an Authorization Form. These forms must be signed by a Dean or a Department Head prior to issuance of keys or granting of access. View Campus Card and Key Access website for more information.
- Other Account Access (needed for some positions)
Copier Account
Your department Printing Services representative can request a copier account by submitting Uniflow request(opens in new window).
Department Folders on Box
Explain to the employee your department process for saving documents in Box. Provide them access to Box folders by using your department's internal process or contacting ITSS(opens in new window). Explain how files saved on BOX are backed up and files saved on the employees' hard drive are not.
PeopleSoft Administrative Access - CHRS, Campus Solutions, (Student Admin) & CFS
Administrative Access to PeopleSoft and report access to PeopleSoft data is granted by completing an access form for the area of access needed. Information about PeopleSoft access and report access is available on the PeopleSoft website.
CSUBuy, Amazon Business, Staples Advantage, and Procurement Card Accounts
- For University: To obtain a campus procurement card, please complete a ProCard -Request(opens in new window) form and submit to Procurement & Contract Services. Once a ProCard is issued, cardholder will ahve access to CSUBuy and Amazon Business for online shopping.
- For ProCard contact Layla Betar-Makhoul at lbetar@csuchico.edu.
- For Chico State Enterprises: contact Chico State Enterprises, 530-898-6811
US Bank Travel Card
The US Bank Travel Corporate Card offers employees requiring university-related travel at least two times per year the convenience of not having to use personal credit cards for travel related expenses. For more information contact Accounts Payable ( 530-898-6426) or accountspayable@csuchico.edu.
Chico State Enterprises (CSE)
Chico State Enterprises (CSE) accounts are administrated by CSE. Below is a listing of account number ranges with mapping to the old Foundation/RESP accounts. For information regarding access to these accounts or CSE Procurement Card contact the Chico State Enterprise(opens in new window) office.
University Foundation Old Project New Project Code* Type of Account 01000-01559, 001580-01999 10-xxxxx-00 UF General Fund accounts 01560-01573 20-xxxxx-00 Alumni accounts 03000-03999, 06905, 06910 20-xxxxx-00 Capital Project accounts 06000-06999 20-xxxxx-00 Annual Fund accounts 07000-07999, 17000-17999 35-xxxxx-00 Scholarships and awards 08000-08799, 08803-08804 40-xxxxx-08 Endowment accounts 08801-08802, 08805-08999 20-xxxxx-08 Endowment Spending accounts 09000-09999 45-xxxxx-00 Trusts and Annuity accounts Chico State Enterprises Old Project New Project Code* Type of Account 30000-31000 55-xxxxx-00 CSE General Fund accounts 39000-39999 80-xxxxx-00 CSE Investment accounts 40000-49999 65-xxxxx-00 Board Designated and Incentive accounts 50000-51999 70-xxxxx-00 Enterprise accounts 55000-57999 AG-xxxxx-00 Farm accounts 58000-58999 75-70xxx-00** Sponsored Programs accounts 59000-79999 SP-xxxxx-01 Sponsored Programs accounts 80000-89999 80-xxxxx-00 Campus Program accounts * The middle 5 digits of the new account are the old account number, except for old range
58000-58999
**For old range58000-58999 CRA User Security Authorization Form
CRA - Please submit a request for CRA access(opens in new window) to reports containing Applicant Info, Admit Info, Enrolled Student Data, Advisement, Graduation & Student Life Contact and/or Authorization Form. For questions please contact: enr-tech@csuchico.edu, Zip 737.
FacilitiesLink™
FacilitiesLink™ (FL) is a database that allows users to track all facilities and space related information for an organization. All facilities and space on our campus has been entered into this database and is used by various departments for tracking a variety of information. FL is used to assign space to a division, a college, a department, and an occupant. Floor plans are also available via FL. Visit the Academic Affairs Space & Facilities page for more information.
- For University: To obtain a campus procurement card, please complete a ProCard -Request(opens in new window) form and submit to Procurement & Contract Services. Once a ProCard is issued, cardholder will ahve access to CSUBuy and Amazon Business for online shopping.
- Training
New Employee Orientation
A half-day Employee Orientation is offered to help new employees become familiar with the history of the university, its mission, goals, values and objectives, university organization and administration, and expectations for conduct. The New Employee Orientation is coordinated by the Human Resources Service Center Learning and Development area. Orientation introduces new employees to the organization and culture of the University and provides employees with critical policy, procedure and service information including benefits and work/life resources.
Compliance Training
All CSU, Chico 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. Employees will be automatically enrolled in on-line trainings during their first month of employment. Supervisors should be prepared to schedule 6+ hours and a location for the employee to complete the on-line training. Please ask the employee to go to training.csuchico.edu and click Login to complete training. They must use their campus e-mail/portal account login and password for this system. For more information, go to Learning and Development(opens in new window).
Emergency Preparedness
All departments should create a plan within your office to respond to incidents such as disruptive customers, hostile intruder or active shooter emergency. Please visit the Emergency Preparedness website for information, templates, procedures and training opportunities. Departments should make sure their new employee is well informed on the department’s safety protocols.
Campus Safety
The safety of our students, faculty, staff, and visitors is Chico State’s top priority. In addition to modernizing our policies and procedures, creating a safer and more secure campus requires the participation of our entire community and shared responsibility in how we prevent, promptly address, and recover from crimes, threats, natural disasters and other hazards. Campus Safety has information regarding safety and preparedness and health and well-being support resources. Departments should ensure that the employee is familiar with this site.
Employee Development
The university offers a variety of opportunities for employee development. The training.csuchico.edu website links employees to a multitude of opportunities. Many departments work together to provide a range of training opportunities from campus processes to self-development as an employee. The Campus (Event) Calendar also lists workshops available on campus.
IT Training
Information Technology offers Information Technology Training for faculty and staff. For Learning and Development on campus training, employees should be directed to the Training System to view scheduled instructor-led courses.
CHRS Training
View CHRS PeopleSoft HR Security and Training (opens in new window)for information on types of training needed for CHRS access.
- General Information
Campus Directory
The on-line CSU, Chico Campus Directory is maintained by each department and includes faculty and staff. See the Knowledge Base webpage(opens in new window) for more information.
Office occupancy updates for faculty and staff are managed in FacilitiesLink(opens in new window) and are maintained by each department. Questions can be sent to aaspace@csuchico.edu.
Room & Event Scheduling
Contact Facilities Reservations for room and event scheduling. You can also view calendars for both General Use Conference and Lecture Rooms by viewing Astra Schedule. More information can be found on Academic Affairs Space & Facilities site.
Campus Map
- Campus Map
- Click and or expand areas to locate:
- Buildings and Spaces
- Accessibility
- Parking & Transit
- Campus Safety
- Services
- 360 Panoramas
Campus Dining
There are a number of places to eat on campus, such as Butte Station, Holt Station, Student Dining Services at Estom Jamani, and the Market Place Café.
Campus Library
Library privileges are extended to employees. Employees may borrow books by presenting their Wildcat ID. Visit the library website for more information.
Transportation and Parking Services
Transportation and parking information can be found on the University Police website.
Travel
State Travel Request forms MUST be submitted for all state employees for professional and business related travel regardless of the funding source (state, foundation, etc.). For more information contact Travel(opens in new window).
Payroll
- Cal Employee Connect - Once you receive your first paycheck, you can register using your personal email account. You will be able to view your state paychecks enroll and update your Direct Deposit information, update your withholdings, enroll in paperless W-2 to view and download your official electronic W-2.
- Staff - View Who Is My Payroll Technician? website to determine who your payroll technician is and their areas of responsibility.
- Student Payroll - Training is required prior to receiving access to complete the student payroll process within CHRS. Review Student Payroll web site for more information on student payroll process. Information regarding student employment can be found at. the Career Center web site.
Attendance and Absence Reporting
Inform the new employee that each month they will need to report absences or "no leave taken" online using the campus Absence Management Self Service (AMSS) system. This system is used in lieu of timesheets (with some exceptions). Instructions and videos are available by employee type and administrative role to assist in learning how to enter absences online.
Human Resources Forms
HR forms are available on the HRSC Form & Documents website. Additional information related to processes can be found on area specific websites. To ensure the most current HR form is being used, refer to the form on the web rather than any saved locally to a machine.
CHRS Employee Self-Service
CSU Chico Portal There is a link at the top right of the page that says "Sign in". Once you have successfully logged into the Portal, navigate to the “My Employee Information” portlett. Use the link to access your HR Self-Service information. Instructions and videos are available by employee type to assist.
Examples of Information Available in CHRS Employee Self-Service
- Absence Management Self-Service (AMSS): Absence requests (e.g. vacation, sick, personal holiday) reporting, view leave balances, view schedules, and to perform absence review and approval functions if you lead the work of others using Manager Self Service.
- Personal Information: Name, Address, Emergency Contact (s), Paycheck Designee, your Chico State ID Number, Military Status, Gender, Date of Birth, Highest Education Level, Education Summary Information, Ethnicity, etc.
- Benefits Information: Medical, Dental, Vision, Life, AD/D, & LTD Enrollments and dependent information.
Need Help?
- Email: humanresources@csuchico.edu