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Human Resources Service Center

Recruitment & Selection Guidelines

Follow the outlined steps within this page to complete the recruitment and selection process for your vacant position. The total time to complete the process is dependent upon the processing time for each step.

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    • STEP 1: Request to Fill

      Department routes the Request to Fill Form ( Review instructions and Request to Fill Form in box(opens in new window)) to appropriate administrator(s) for signature. Once signed, send original RTF to the VP's office for final signature. Beginning January 2020, all Staff and MPP committee chairs and hiring managers are required to complete Avoiding Bias in Hiring training before launching a search. Please visit the Inclusive Excellence web page to obtain information about future Avoiding Bias in Hiring training sessions and to find a list of employees that have completed the course.

      Note: If this is a Management Personnel Plan (MPP) position, the MPP Position Justification Form(opens in new window) must be submitted along with the RTF.

      A change in Search Committee composition (after the applications have been screened) may result in a failed search.

      Note: The completed RTF must be received in Employment Services in order to move forward.

      Note: In the Division of Academic Affairs, a justification memo(opens in new window) supporting the personnel action must accompany the RTF.

    • STEP 2: Recruitment Documents

      Department reviews essential duties and responsibilities for the new or vacated position. The following documents are created or updated.

      1. Staff Position Description(opens in new window) or MPP Position Description(opens in new window)
      2. Physical Requirements and Work Environment(opens in new window)
      3. Organizational Chart showing the position to be reviewed.
      4. Screening Criteria (Screening Criteria is created by the Hiring Manager and should be based on the stated qualifications on the position description).
      5. Interview Questions ( Samples available(opens in new window))
        • Supplemental Questions (optional)
      6. Equity, Diversity and Inclusion Interview Questions - Please Include at least one Equity, Diversity and Inclusion question in your list of interview questions. ( Samples available (PDF))

      Classification and Compensation will review the Position Description to ensure the job has been appropriately classified before the vacancy announcement is posted.

      Submit all documents listed above to Human Resources at

    • STEP 3: Vacancy Announcement
    • STEP 4: Screening Process

      Minimum Qualifications

      1. Employment Services screens applications for completeness and for minimum qualifications according to Classification Standards(opens in new window).
      2. Applicants that do not meet minimum qualifications are notified.

      Note: Employment Services will begin screening applications after the expiration of the posting period (minimum of 14 days) or after the review date for positions that are open until filled. The appropriate administrator may extend the recruitment period for the purpose of attracting additional applicants, or cancel the search if, in the judgment of the administrator, the pool is insufficient in size and quality to produce a successful outcome. Ideally, a successful recruitment will result in a broad and diverse pool of applicants. If a search fails because of an inadequate pool of candidates and a new search must be initiated, the recruitment strategy should be examined to see how it could be improved.

      Transition to Committee

      1. Employment Services transitions applicants in PeopleAdmin. 
      2. An email is sent to the committee with the names of the applicants and directions regarding confidentiality and conflict of interest.
      3. The following documents and instructions are sent to the Search Committee:
        1. Applicant Screening Summary
        2. Screening Criteria
        3. Position Description
        4. Applicant Screening Consensus form (Chair only)
        5. PeopleAdmin login/screening instructions

      Note: If requested, a meeting may be scheduled with Employment Services to review the recruitment process.

      Search Committee Screening

      1. Search Committee members individually screen the applications using established criteria and each complete the Applicant Screening Summary form.
      2. Committee reconvenes, identifies candidates to interview and completes the Applicant Screening Consensus form.
      3. Committee Chair submits the signed Screening Summary forms and the Applicant Screening Consensus to Employment Services.

      Note: For certain positions, the committee must honor applicable collective bargaining agreement requirements pertaining to preferences to be afforded to qualified applicants currently employment at the campus.

    • STEP 5: Interviewing

      Employment Services

      1. Reviews screening documents, notifies Committee Chair to move forward in scheduling interviews, and emails Interview Documents.
        1. Interview Questions
        2. Interview Summary
        3. Applicant Background Check Authorization Form
        4. Interview Comments (Optional to use)
        5. Employment Verification Form
      2. Notifies applicants who were not selected for an interview.

      Search Committee

      1. Committee Chair will schedule the interviews.
      2. Upon completion of the interviews, the Committee Chair or designee ensures the committee has completed the following documents:
        1. Signed interview notes from each committee member. (one per candidate per committee member)
        2. Interview Summary - (one form per candidate that indicates the committee's recommendation and is signed by all committee members)
        3. Applicant Background Check Authorization Form. (signed by each candidate during the interview)

      Note: Effective January 1, 2018, California Law dictates that state and local government employers are prohibited from inquiring, or prompting applicants for employment about their salary history.

      In order to comply with the new requirements, our campus has removed all questions related to salary history from the applications for employment, recruitment information, and recruitment systems (PeopleAdmin). Committees must refrain from inquiring or prompting applicants about their salary history throughout the recruitment process.

      If you have further questions, you may contact Employment Services(opens in new window) or refer to the following Technical Letters.

    • STEP 6: Candidate Selection


      1. Hiring Manager is encouraged, but not required to conduct a second interview with the top candidate(s) or follow the committee's recommendation.
      2. The Hiring Manager or Committee Chair ensures any outstanding documentation has been submitted to Employment Services.
      3. Notifies Employment Services of the selected candidate.

      Employment Services

      1. Reviews submitted recruitment documentation.
      2. Coordinates salary recommendation with Classification & Compensation to ensure parity and equity. Classification & Compensation will consult with the appropriate individuals.
      3. Employment Verification — A minimum of two employment history checks are required for every new hire. Employment verifications should be conducted by the appropriate Administrator in the Department.

      Moving and Relocation

      Not all appointees or current CSU employees will be eligible for Moving and Relocation (M&R) allocations. The decision by an appointing authority (hiring manager) to offer a M&R allocation is discretionary and contingent upon the availability of funds and compliance with CSU policy, campus guidelines and approval authorizations. All such expenditures must be reasonable, necessary, and fiscally prudent.

      M&R allocations are permissible when:

      1. The new employee possesses highly specialized skills needed by the campus; OR
      2. The new employee is currently located in a geographic location that makes working at CSU, Chico prohibitive; OR
      3. Doing so provides incentive for the individual to accept the position.

      For additional information and process, please view the full Moving and Relocation Procedure(opens in new window) document and form.

    • STEP 7: Contingent Offer of Employment
      1. Once salary is determined, an Authorization to Hire is sent to the appropriate Administrator notifying them of:
        1. Name of selected candidate
        2. Salary, position title & time-base
        3. Any additional relevant information or contingencies
      2. Upon approval of the Authorization To Hire, the appropriate Administrator or Employment Services will extend the contingent verbal offer of employment to the candidate confirming the offer status (accept or decline) and salary.

      Note: Contingent offers can only be extended by the appropriate Administrator or Employment Services, without exception.

    • STEP 8: Background Check, Physical, and/or Drivers' License Check
      1. Once the contingent offer has been accepted, a background check can be conducted.
      2. Criminal Records Check, Education Verification & Employment Verification – To be conducted by Employment Services.
      3. Once the candidate has cleared the background check, any remaining contingencies will be addressed.
      4. Employment Services will contact the candidate to schedule a physical and/or driver's license clearance should the position require them.

      Note: If you require more information, please visit the Background Check Procedures page.

    • STEP 9: Formal Offer

      After all contingencies have cleared, the candidate will be given the formal offer of employment and a start date will be determined.

      Note: Formal offers can only be extended by the appropriate Administrator or Employment Services, without exception.

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