Office of Academic Personnel

Forms, Policies & Procedures

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Resources for Faculty

TitleDescriptionArea/Topic
Academic Calendar (Web Page)(opens in new window)The Academic Calendar reflects the University's academic semesters and includes the intersession terms (winter and summer).

APSS Academic Calendar

Academic Personnel Retention Schedule (PDF)Records/Information Retention and Disposition Schedule for academic employee files

Records Retention

Accelerated Promotion Report (opens in new window)A report template for faculty performance evaluations for Accelerated Promotion.

RTP Reports & Signature Pages 

Accelerated Promotion Signature page(opens in new window)A signature page template for faculty performance evaluations for Accelerated Promotion.

RTP Reports & Signature Pages

Accelerated Tenure Report (opens in new window)A report template for faculty performance evaluations for Accelerated Tenure.

RTP Reports & Signature Pages

Accelerated Tenure Signature Page(opens in new window)A signature page template for faculty performance evaluations for Accelerated Tenure.

RTP Reports & Signature Pages

Additional Appointment Offer Template(opens in new window)An email offer letter template for a job code 2403 Additional Employment AppointmentRecruitment Forms and Sample Documents
Additional Employment Payment Guidelines & Processes (PDF)Guidelines for paying additional employment through a special consultant agreement, 2403 job code appointment AAF, RCE, or CSE projects.Additional Employment
Adjunct Faculty Request Form (PDF)To request approval for a volunteer Adjunct Faculty appointment.

Adjunct Faculty

Adobe Sign Electronic Routing (Web Page) (opens in new window)(opens in new window)Quicksteps, Instructional Videos, Templates, and Adobe Sign Video ResourcesAdobe Sign
Advertising Temporary Faculty Recruitment PoolsProcedures for Advertising of Temporary Faculty Recruitment Pools or PositionsRecruitment Forms and Sample Documents
Affirmation Statement (DOC)To affirm that new faculty have been informed about the University's retention, tenure, and promotion policies and procedures.Misc Forms and Documents 
Applicant Flow Log (Part-Time Faculty) (XLS)To maintain a list of the applicants for department part-time faculty pools.Recruitment Forms and Sample Documents
Application for Leave of Absence Without Pay(opens in new window)To apply for a leave of absence without pay for faculty members.Faculty Leave Information 
Application for Sabbatical or Difference-in-Pay Leave (PDF)To apply for a sabbatical or difference-in-pay leave for faculty members.Faculty Leave Information 
Application for Sabbatical or Difference-in-Pay Leave Request for Additional or Outside Employment (PDF)To request approval for additional or outside employment while on sabbatical or difference-in-pay leave for faculty members.

Faculty Leave Information 

Approval – Recruitment Outreach Form (Part-Time Faculty) (PDF)To request approval for advertising part-time faculty positions.Recruitment Forms and Sample Documents
Background Check Information(opens in new window)The University's background check policy for employeesRecruitment Forms and Sample Documents
Business Process Guide-Tracking the Faculty 125% Rule Using the Self-Tracking Faculty Template(opens in new window)Instructions on completing the faculty self-tracking template to track faculty additional employment. Additional Employment
CalPERS Service Credit Purchase Options (PDF)
File from CalPERS website
A Guide to CalPERS service credit purchase optionsRetirement
Change in Leave Request Form(opens in new window)To request a change in an awarded leave with pay for faculty members.Faculty Leave Information
Chico State BenefitsBenefits Office home pageBenefits & Worker's Compensation
Chico State Workers’ CompensationWorkers' Compensation Office home pageBenefits & Worker's Compensation
Chico State Open Positions(opens in new window)Chico State applicant resources for campus job opportunitiesHR Application Resources
Contingent Lecturer Offer Email Template(opens in new window)An email offer letter template for lecturers contingent upon a background check, enrollments, and budgetary considerations.Recruitment Forms and Sample Documents
Contingent Start Pending Background Check or Vaccination Status Verification Request Form (PDF)Form to request that a faculty member start while their background check is pending or vaccination exemption is being processed.Recruitment Forms and Sample Documents
CSU Records Retention Schedules(opens in new window)The CSU's Records Retention and Disposition PolicyRecords Retention
CSU Salary Schedule(opens in new window)Office of the Chancellor, Systemwide Human Resources CSU Salary ScheduleSalary Schedule
Dean Approved AWTU Memo(opens in new window)Dean's report of approved faculty Assigned Weighted Teaching Units (AWTU)Faculty Request for Assigned Weighted Teaching Unit
Dean's Recommendation for Department Chair Appointment(opens in new window)Memo template for Dean's recommendation for a Department Chair appointmentDepartment Chair
Department Chair List 2021-2022 (PDF)Current Department Chair ListDepartment Chair
Department Constitution And Bylaws Template (PDF)A template for department constitutions and bylaws documentsFaculty Professional Development
Department Standards Approval Sheet (PDF)

 Signature approval sheet required to update Department RTP Standards

RTP
Department Standards Template(opens in new window)A document template for department faculty evaluation standardsDepartment Standards
Document A-Sample Ad (DOC)A sample short advertisement for faculty recruitmentsRecruitment Forms and Sample Documents
Document B-International Ad (DOC)A sample international advertisement for faculty recruitmentsRecruitment Forms and Sample Documents
Document C-Direct Mail Efforts (DOC)A letter template for direct mail efforts for faculty recruitmentsRecruitment Forms and Sample Document
Document D-Directory (DOC)A letter template for doctoral directory mail efforts for faculty recruitmentsRecruitment Forms and Sample Document
Document E-Direct Mail Nomination (DOC)A letter template for requesting nominations for qualified applicants for faculty recruitmentsRecruitment Forms and Sample Document
Document G-Applicant Elimination (DOC)A communication template for applicants that are being eliminated from an application pool.Recruitment Forms and Sample Document
Document H-Confirmation of Interview Invitation (DOC)A communication template for confirming on-campus interview details.Recruitment Forms and Sample Document
Document I-Candidate Update (DOC)A communication template for updating applicants on the status of a recruitment.Recruitment Forms and Sample Document
Document J-Search Cancellation (DOC)A communication template for notifying applicants that a search has been canceled.Recruitment Forms and Sample Document
Electronic RTP (Web Page)(opens in new window)Resources and procedures for Electronic Retention, Tenure & PromotionElectronic RTP
Electronic PAF Year-end File Cleaning (PDF)Electronic Faculty PAF Management and Year-end CleaningPersonnel Action File
Faculty AWTU Request Process (PDF)Request process for faculty Assigned Weighted Teaching Units (AWTU)Faculty Request for Assigned Weighted Teaching Unit
Faculty Early Retirement Program Fact Sheet (PDF)Important facts about participation in the Faculty Early Retirement Program (FERP) and retirementFaculty Early Retirement Program
Faculty Engagement Process(opens in new window)A business process guide for how to engage or hire faculty from another CSU campus or for another campus to hire a CSU, Chico faculty memberFaculty Engagement
Faculty Engagement Resources(opens in new window)Resources for engaging or hiring faculty from another CSU campus or for another campus to hire a CSU, Chico faculty memberFaculty Engagement
Faculty Engagement Statement of Work Form (PDF)Statement of Work form used for hiring faculty from another CSU campusFaculty Engagement
Faculty Recruitment Document Retention Procedures (PDF)Document retention procedures for faculty recruitmentsRecruitment Procedures
Faculty Application for Market Salary Increase(opens in new window)Form used to apply for a request for a market-based salary increase.Faculty Form
Faculty Reference Check and Employment Verification FormA form for reference checks and employment verifications for tenure-track or lecturer hires.Recruitment Forms and Sample Documents
Faculty Request for Assigned Weighted Teaching Units (AWTU) (PDF)Request form for faculty Assigned Weighted Teaching Units (AWTU)Faculty Request for Assigned Weighted Teaching Unit faculty Request for Assigned Weighted Teaching Units
Faculty Self-Tracking 125% Rule Template(opens in new window)Tool to assist faculty in tracking the 125% limitation on additional Employment.          Additional Employment
Faculty/Staff Calendar 2021-2022 (PDF)Current Year Faculty and Staff CalendarCalendar
FERP Sick Leave Carry Over (PDF)A form for faculty to elect to carry-over sick leave hours into a FERP appointment.Retirement
File Closure Form(opens in new window)Form to be completed when the Working Personnel Action File (WPAF) is declared complete and closed with respect to evidentiary data for use in the Retention, Tenure & Promotion processRTP Forms
Form 1 - Recruitment Authorization Form(opens in new window)A form to request approval for initiating a tenure-track faculty search.Recruitment Forms and Sample Document
Form 2 - Screening and Selection Criteria (DOC)A form to provide the screening and selection criteria for a tenure-track faculty search.Recruitment Forms and Sample Document
Form 3 - Vacancy Announcement(opens in new window)A vacancy announcement template for tenure-track faculty searches.Recruitment Forms and Sample Document
Form 3b - Short Ad Template (DOC)A template for a short form advertisement for faculty positions.Recruitment Forms and Sample Document
Form 4 - Applicant Flow Log(opens in new window)An applicant flow log is used for tenure-track faculty recruitments.Recruitment Forms and Sample Document
Form 7 - Interview Authorization Form (PDF)A form to request permission for on-campus interviews for tenure-track faculty recruitments.Recruitment Forms and Sample Document
Form 8 - Employment Education Information Release (DOC)A release form for tenure-track faculty finalists to sign before contacting their references.Recruitment Forms and Sample Document
Form 9 - Reference Check for Final Candidates (DOC)A form to complete for tenure-track faculty finalists to document their reference checks.Recruitment Forms and Sample Document
Form 10 - Education Verification for Final Candidates (PDF)A form to complete for tenure-track faculty finalists to document the verification of their education history.Recruitment Forms and Sample Document
Form 11 - Authorization to Extend Offer (PDF)A form to complete to request permission to extend an offer to a tenure-track faculty finalist.Recruitment Forms and Sample Document
Form 12 - Tenure-Track Academic Year Offer Letter  (Contact OAPL for template)An offer letter template for tenure-track faculty new hires.Recruitment Forms and Sample Document
Form 13 - Tenure-Track Academic Year Offer Letter - ABD  (Contact OAPL for template)An offer letter template for tenure-track faculty new hires that have not yet completed their terminal degree.Recruitment Forms and Sample Document
Form 14 - Dean's Search Summary (DOC)A form to summarize the details of a completed tenure-track faculty search.Recruitment Forms and Sample Document
FPPP 2021-2022 (PDF)Current Academic Year FPPP-Faculty Personnel Policies and, ProceduresFPPP
GA/TA/ISA Description of Duties Form  (PDF)A form to outline duties and weekly hours for Unit 11 employees (GA /TA / ISA). This form must be included with all Unit 11 Academic Appointment Forms.Academic Student Employee Forms
Graduate Assistants (GA) Application for Employment (PDF)Application for Employment for Graduate AssistantsAcademic Student Employee Forms
Guidelines for Hiring Substitutes(opens in new window)Guidelines for hiring faculty substitutes (short-term and long-term substitutes)Substitutes
HR Calendars/Payroll Information(opens in new window)Human Resources Calendars, Deadlines, and SchedulesHuman Resources
Instructional Student Assistants (ISA) Application for Employment (PDF)Application for Employment for Instruction Student AssistantsAcademic Student Employee Forms
Instructions for Substitute Appointment  (PDF)Instructions for Completing the Substitute Appointment Form of a Short Duration and Timesheet(s)Substitutes
Item Into Personnel File Memo (PDF)A memo template to send to faculty when adding items to the PAF.Personnel Action File
Late Add Form - Request for Addition of Evidence After File Closure (DOC)A form to request the addition of evidence into the WPAF after the file has been closed.RTP Forms
Late Add Form WPAF Instructions (PDF)Instructions for requesting the addition of evidence into the WPAF after the file has been closed.RTP Forms
License and Certification Tracking Process (PDF)Academic Personnel process to track all required faculty licenses and certifications.Licensing and Certifications
Moving and Relocation Form(opens in new window)Approval Request for Moving and Relocation (M&R) allocations.Recruitment Forms
Nepotism Information(opens in new window) (box folder)Agreement form and procedures regarding the University's nepotism policyNepotism
Notification of Intent to FERP(opens in new window)A form to notify the University that a faculty member intends to participate in the Faculty Early Retirement Program.Faculty Early Retirement Program
Outside Employment Disclosure Form (Appendix G (PDF))A form for Unit 3 faculty to disclose outside employment to their Dean.Outside Employment
PAF Guidelines (PDF)A guideline of what documents should be placed into a faculty Personnel Action File (PAF) and what sections should be included.Personnel Action File
PE of Lecturer Faculty(opens in new window)A report template for periodic evaluations of temporary faculty.RTP Reports & Signature Pages
PE of Lecturer Faculty Signature Page(opens in new window)A signature page template for periodic evaluations of temporary faculty.RTP Reports & Signature Pages
PE of Tenure Track Faculty Report(opens in new window)A report template for periodic evaluations of tenure-track faculty.RTP Reports & Signature Pages
PE of Tenure Track Faculty Signature Page(opens in new window)A signature page template for periodic evaluations of tenure-track faculty.RTP Reports & Signature Pages
PE of Tenured Faculty (a.k.a 5 Year Review)(opens in new window)A report template for periodic evaluations of tenured faculty.RTP Reports & Signature Pages
PE of Tenured Faculty Signature page (a.k.a 5 Year Review)(opens in new window)A signature page template for periodic evaluations of tenured faculty.RTP Reports & Signature Pages
Pre-Retirement Time Base Reduction Program Request Form (PDF)Application for the pre-retirement program.FERP Time Base Reduction Form
Promissory Note (PDF)A promissory note for faculty leaves with pay.Faculty Leave Information
Promotion Report(opens in new window)A report template for promotion performance evaluations for tenure-track & tenured faculty.RTP Reports & Signature Pages
Promotion Signature Page (opens in new window)A signature page for promotion performance evaluations for tenure-track & tenured faculty.RTP Reports & Signature Pages
Quick Steps - Procedures and Forms Checklist  (PDF)A quick steps document for tenure-track faculty recruitments.Recruitment Forms and Sample Documents
R0 and R11 Separations Procedures(opens in new window)Separation procedures to end pay for Unit 3 and Unit 11 Employees with end dates.Separations
Recommendation for Emeritus/Emerita Status (PDF)A form to complete for a department to recommend a faculty member for Emeritus/Emerita status.Emeritus/Emerita
Recruitment Flowchart  updated 2/28/2020 (PDF)A flowchart of the tenure-track recruitment process.Recruitment Procedures
Recruitment Manual (PDF)  updated 10/3/18A recruitment manual for tenure-track faculty recruitments.Recruitment Procedures
Request for Change in FERP Period of Employment(opens in new window)A faculty members request to change a period of employment in the Faculty Early Retirement ProgramFaculty Early Retirement
Request for CSU, Chico Faculty Engagement Statement of Work Form (PDF)Statement of Work form used when another campus is hiring faculty from CSU, Chico.Faculty Engagement
Request for Information Following Faculty Leave Form (PDF) 
(Right-click and choose Save file to desktop and open with Adobe Acrobat to use this form)
A form to be completed by faculty members returning from professional leaves to provide information about the work accomplished while on leave.Faculty Leave Information
Request for Use of Professional Development Funds Form (PDF)A form for faculty members to complete to request the use of professional development funds from their Chair and Dean.Faculty Professional Development
Request Form to Extend Probationary Period(opens in new window)Revised Dates and COVID Agreements & Previous Agreements/InformationMisc Forms and Documents
Retention Report(opens in new window)A report template for retention performance evaluations for tenure-track faculty.RTP Reports & Signature Pages
Retention Signature Page (opens in new window)A signature page template for retention performance evaluations for tenure-track faculty.RTP Reports & Signature Pages
RTP Checklist (PDF)Retention, Tenure & Promotion Faculty Evaluation Process checklist for College/Dept/Unit UseRTP
RTP Deadline Calendar 2022-2023 (PDF)Current Academic Year RTP Deadline CalendarRTP
Sample Classroom Visitation Evaluation Form (PDF)A sample classroom visitation evaluation form for faculty evaluations.RTP
Sample Classroom Visitation Summary Form (PDF)A sample classroom visitation summary form for faculty evaluations.RTP
Sample Dossier (DOC)An example format of a new faculty dossier.RTP
Sample E-mail /Letter to Probationary Faculty Undergoing Periodic Evaluation (PDF)A communication template for probationary faculty undergoing a periodic evaluation.RTP
Sample E-mail /Letter to Temporary Faculty Undergoing Periodic Evaluation (PDF)A communication template for temporary faculty undergoing a periodic evaluation.RTP
Sample E-mail /Letter to Tenured Faculty Undergoing Periodic Evaluation (DOC)A communication template for tenured faculty undergoing a periodic evaluation.RTP
Sample Minutes of Candidate /Committee Interview (PDF)Sample minutes of a personnel committee interview with a faculty member undergoing an evaluation.RTP
Special Consultant Resources(opens in new window)Resources and forms for requesting Special Consultant appointmentsSpecial Consultant Documentation
Staff - New Faculty Appointment Approval Email TemplateAn email template to request approval to hire an existing staff or MPP employee for a faculty appointment.Recruitment Forms and Sample Documents
Substitute Appointment of a Short Duration - Timesheet(opens in new window)Use this form to document the number of hours short-term substitutes work.Substitutes
Substitute Appointment of a Short Duration (Faculty)(opens in new window)Use this agreement/form to pay short-term substitute faculty for a duration of 20 calendar days.Substitutes
Substitute Appointment of a Teaching Associate(opens in new window)A form to request a short-term substitute appointment for a Teaching Associate.Substitutes

Substitute Appointment of a Teaching Associate - Timesheet(opens in new window)

* As of October 2015, all substitutes are funded internally (dept/unit/college)

A timesheet for short-term Teaching Associate substitutes.Substitutes
Teaching Associate (TA) (PDF)Application for employment for Teaching AssociatesAcademic Student Employee Forms
Teaching Associate Time-Base Table (PDF)Time-base table for Teaching Associate class codes 2353 (AY) and 2354 (12 month)Academic Student Employee Forms
Temporary Lecturer Application for Employment (PDF)
For all Academic Employment: Faculty, Coach, Librarian, Counselor
Application for employment for temporary faculty including lecturers, coaches, librarians, and counselorsPosition Applications 
Tenure Report(opens in new window)Report template for faculty performance evaluations for TenureRTP Reports & Signature Pages
Tenure Signature Page(opens in new window)Signature page template for faculty performance evaluations for TenureRTP Reports & Signature Pages
Terms and Conditions of a One-Semester Academic Appointment (PDF)Terms and conditions of a one-semester appointment offered using the Contingent Lecturer Offer email template.Recruitment Forms and Sample Documents
Terms and Conditions of a One-Time Additional Appointment(opens in new window)Terms and conditions of a one-time additional appointment offered using the Additional Appointment Offer email templateRecruitment Forms and Sample Documents
Unit 3 Salaries-AT A GLANCE 2021-2022 (PDF)A visual representation of the Unit 3 faculty salary ranges for the 2021-2022 academic year.Faculty Salaries
Updating Education Level Information(opens in new window)Process for steps needed to view and update your highest education level in PeopleSoft HR ProgramEducation Level
Volunteer POI Request (PDF)Form for requesting assignment of Volunteers at California State University, ChicoFaculty Volunteers
Volunteer Assignment Guidelines (PDF)Guidelines for requesting assignment of Volunteers at California State University, ChicoFaculty Volunteers