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Recruitment Process

When a position vacancy occurs, or a new position is created, the department completes a Recruitment Request, and the hiring department attaches a corresponding Recruitment Request Memo with a Job Description and forwards it to the appropriate administrator(s) for appropriate signatures.  The Manager, Employment and Compensation (MEC) reviews the Recruitment Request, Job Description, and Classification Standards to ensure that the position is correctly classified and signs off on the recruitment. The MEC gives it to the Lead Employment Specialist (ES) who logs it in, gives it to the Employment/Compensation/Classification Analyst who sends it to Budget Services for approval.  The Lead ES assigns it to an Employment Coordinator.

Please note: Should the hiring department provide Assessments and Supplemental Questionnaire, the hiring department will indicate it on the Recruitment Request Form, Section A of the “Qualifications & Requirements."

Any recruitment for an SSP IA position needs to be temporary. Also, along with the Recruitment Request Form, the department will need to submit objectives established by the HEERA Manager for the incumbent to accomplish within (1) one year of hire.  The HEERA Manager signs the objectives statement and the HR Recruiter will have the new hire sign it on their first day. Once the objectives are met within one (1) year, the incumbent will be reclassified to a SSP IB with a (6) six month probationary period. For further information on this topic, please contact Sandra Bufalini, MEC, at 909 869-2927.


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A unique five–digit recruitment number (job opening number) is assigned for each recruitment through the Human Capital Management System (HR PeopleSoft). This number is system generated and is referred to throughout the recruitment process.

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The Job Flyer is a description of the department, duties and responsibilities, qualifications and preferred experience of the recruitment. This information can be found in the Job Description initially submitted with the Recruitment Request. The Employment Coordinator contacts the hiring department to introduce themselves as the designated recruiter. If the hiring manager is new to the recruitment process, the Employment Coordinator will meet with the hiring manager and provide a Selection Plan packet. This packet includes the following forms: Recruitment Selection Plan Agreement, Candidate Evaluation, and Recommendation to Appoint, Pre - Employment Inquiry Guidelines, Reference Check Questionnaire, Interview Scheduling Information, and the Job Flyer. During this meeting, each form is briefly explained and the Recruiter will explain recruitment timelines.

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When a recruitment closes, the Employment Coordinator will review all applications received and evaluate them to determine which candidates meet minimum qualifications. When it has been determined that an applicant does not meet the minimum qualifications (i.e., not enough experience and/or education, degree not relevant to position, etc.), their application is not forwarded to the department. After the evaluation process has been completed, the Employment Coordinator will share with the HEERA Manager three (3) items in OneDrive:

1) A zip folder with applications that meet minimum qualification

2) A zip folder “Forms and Documents” to assist the HEERA with creating a hire packet

3) Recruitment Memo for the Hiring Committee


The hiring department will then select candidates to be interviewed.

Please note for the CSUEU Bargaining Unit (2, 5, 7, 9), first consideration will be given to on-campus candidates, for the APC Bargaining Unit (4), a unit 4 member will need to be present on the interview committee, and for SETC Bargaining Unit (6), a Unit 6 member will need to be on the committee


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The hiring department schedules interviews and forwards the list of candidate names, interview times, and the names of the interview panel to the Employment Coordinator. Please note: It’s the hiring department’s responsibility to reserve parking for interviewee(s). Please see Reserved Parking.

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As part of the selection process in Employment Services, a department may choose to administer an assessment or supplemental questionnaire to determine knowledge, skills, and abilities of candidates. An assessment or supplemental questionnaire is distinct from a test and the distinction is important. During the hiring process, the University DOES NOT administer tests, which are perceived by candidates as a 'pass or fail' situation, rather than a measurement of knowledge, skills, and/or abilities. It is Human Resource's responsibility to ensure that assessments or questionnaires are unbiased, relevant to the position being recruited, and administered in a manner that clearly measures knowledge, skills and abilities.

Below are the guidelines that must be followed when using an assessment or supplemental questionnaire during the recruitment process:

    1. The recruiter must be advised prior to the posting of the position that the department will be administering an assessment or supplemental questionnaire. This information will be included in the position posting. Failure to notify the recruiter will result in an extension of the posting.
    2. Assessments and Supplemental Questionnaires must be approved by the recruiter prior to their administration.
    3. All candidates must complete the same assessment.
    4. All assessment results must be turned into HR with the applications and evaluations.
    5. An assessment that is used without prior approval from HR cannot be used to determine the final candidate.

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After the department interviews the selected candidates (a HEERA Manager is required to be in all interviews), the department forwards the Hiring Packet to HR which includes the Recommendation to Appoint, Application of the final candidate, all Candidate Evaluations, and Justification Memo(s).  If the Recommendation to Appoint requires further documentation or explanation, the Employment Coordinator will follow-up with hiring department (e.g., justification memo that addresses the reason for an outside of range hire; or for each on-campus applicant not hired).

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The assigned Employment Coordinator will summarize the Recommendation to Appoint Memo and review for equity, then call the final candidate to make the conditional offer. Should the candidate accept the conditional offer, the Employment Coordinator will send a conditional offer e-mail stating that employment is contingent upon passing the background check in accordance with CSU Policy and the Employment Coordinator will have the finalist complete and return the Supplemental Form. The background check will be conducted and generally completed within 5 – 10 working days. After the completion of the background check, normally, the Employment Coordinator will make the formal offer. Should the candidate counter-offer, the Employment Coordinator will act as the liaison between the hiring manager and the candidate.

The offer will include the following information:

    1. Title of the position
    2. Status of position (Full-time, probationary; full-time, temporary, 10/12, etc.)
    3. Salary
    4. Anticipated start date

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The Employment Coordinator will schedule the first day of employment and a New Employee Orientation. The department is then notified of candidate’s acceptance, and expected start date.

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The Employment Coordinator will prepare the Appointment Letter for the appropriate Administrator’s signature. The employee will sign the original Appointment Letter and Job Description on their first day of work.

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