Management and Staff Recruitment

Log in to PeopleSoft and initiate the online recruitment request. Contact your HR Manager for the position PeopleSoft number. Process Guidelines for initiating a recruitment request can be found on the Administrative Applications page under "Department User" 

Create a Position Description. Attach to the online recruitment request. Obtain all necessary signatures on the form prior to submitting the hardcopy form to HR.  The signed Position Description must be submitted to HR prior to the incumbents first day of employment. Include the PeopleSoft position number as well as the "reports to" PeopleSoft position number.  If a new one is needed or you are not sure what the PeopleSoft numbers are, contact your HR manager. 

Submit the online recruitment request to HR for review/approval. 

Additional advertisement can be noted directly on the online recruitment request or contact the Office of Human Resources at x53634.

  Attach the screening criteria directly to the recruitment request.

• Select a search committee and whenever possible, choose a committee that is diverse in gender and ethnicity.  Committee members should generally be from the same occupational field and in higher level positions and/or individuals from the campus community who have knowledge of the position and/or who will work regularly with the incumbent.  Recruitment for a Unit 4 position must have at least one Unit 4 employee on the search committee.
• The Search Committee Chair (or designated member on the committee) must read the Recruitment Guidelines and notify your HR Recruiter upon completion.  If a person serves on multiple committees, he/she will only need to review this presentation once.
• Develop screening criteria (application and interview) and ratings scales and attach to the online recruitment request and submit to HR for approval.  Develop specific criteria based on the job description and posting.  Screening Criteria Sample.
• Develop skills assessment (optional) that include rating scales and and answer key and submit to HR for approval.  Writing and Excel Assessment Sample.
• Screen applications When the committee is ready to review applications contact your HR Manager so applications can be routed electronically. The committee will then rate per the established criteria.  Use the Application Screening Grid to document the relative strengths and limitations of applicants. 
• Select applicants to interview based on top scores using the Application Screening Summary form.  Only applicants who meet the minimum qualifications may be interviewed.
• Submit all supporting documentation of application screening results to HR, noting which candidates will be interviewed.  HR will assess results.
• Contact candidates to schedule interviews after your screening results are approved by HR.

• Conduct interviews based on approved interview questions.  Please refer to the Interview Guidelines.
• Complete interview rating sheet.  Have each committee member complete an Interview Rating Sheet for each candidate.
• Administer skills assessment (optional).  Skills assessments must be approved by HR.
• Conduct second interviews (optional).  Refer names of final candidate(s) in an unbiased manner to the department head or supervisor.
• Rank candidates and sort by high score using the Interview Results Summary form.
• Conduct reference check(s) on finalist(s) using the CSUEB Reference Check Outline .
• Obtain the Appointment Authorization Form from HR. Complete the form including the necessary signatures and submit to HR.
• All supporting documents should be included as well.
• Candidate will be subjected to a background check.

• Once the candidate has cleared the background check, HR will send an "Approval to Offer " email with the approved salary range to the hiring manager(s).
• After the “Approval to Offer” email is received, the hiring manager should extend an offer of employment.  Any salary requests above the approved salary level must be discussed with your HR Representative PRIOR to making an offer.
• Reply to the "Approval to Offer" email noting whether the finalist accepted or declined the offer.
• Prepare the eSAF after the offer of employment is accepted. 
• Instruct new employee to follow the New Employee Checklist. This checklist will be attached to the "Approval to Offer" email.  The new employee can access the Onboarding forms at New Employee. The majority of these forms can be submitted directly online.  Both HR and Payroll sign-in forms will be found on this site.  There are a few fill and print forms which must be filled out and brought to HR/Payroll on their first day of employment. We encourage that these forms be submitted to our office prior to their first day.
• HR will notify all other applicants who were not selected.         
• HR sends a formal appointment letter to the employee outlining the conditions of employment.

Recruitments are posted "Open Until Filled" or with a specified closing (end) date.

Postings Open Until Filled: 
Will remain posted and applications will be accepted until the position is filled.

Postings with closing dates:  
The posting remains open until midnight on the closing date. Applicants are able to submit applications until 11:59a.m. Once the posting closes contact your HR Manager to have the applications routed to the committee members.

The Recruitment Guidelines were created to provide valuable information to recruiting departments and their search committees.  The Guidelines cover topics such as:

• What are the legally protected areas that we cannot ask candidates about during the interview?
• What can we do if the top candidate declines the offer of employment?
• What do we, the hiring department, need to do when our new employee starts?
• You may refer to this PowerPoint presentation as many times as needed. 

Forms and Resources

• Job Description

• Interview Guidelines - to assist you during the interview process

• Recruitment Guidelines - PowerPoint presentation with information that will assist you during the recruitment process

Templates

• Application Screening Grid - use to log scores during application screening (one per search committee member)

• Screening Criteria Sample - use as a guideline to create your own screening criteria

• Application Screening Summary - use to total all scores from screening grids

• Interview Rating Sheet - use to note candidates' answers and scores during interview

• Interview Results Summary - use to log and total all interview scores

Assigned Departments:

*Administration & Finance 

• Human Resources
• Payroll Services

*Office of the President

• Office of the President
• California Campus Compact (CACC)
• Office of University Diversity
• Government & Community Relations

*Administration & Finance

• Facilities Management, Facilities Planning & Operations
• Leadership Employee Enrichment Program (LEEP)
• Risk Management - Internal Control
• Office of the Vice President

*Information Technology Services

• Telephone Services
• Campus Information Services
• Academic Technology & Support Services
• System Engineering & Support
• Web/Communication
• Data Warehouse
• Academic & Administrative Applications
• Infrastructure Operations
• Media/Academic Technical Support
• Data Center Operations
• ID & Directory Systems
• Network Infrastructure
• Campus/Classroom Infrustructure
• Learning Management Systems
• PeopleSoft Technical Services
• Service Desk Tier 1 & 2
• User Support Logistics
• Virtual Projects & Security
• Project Management
• Service Quality
• Specialized Technology Services
• Application Management Services

*Academic Affairs

• Academic Senate
• Concord Campus
• Office of the Provost
• Oakland Center
• Online Hybrid Support Center
• Planning & Institutional Research
• University Extension (formally DCIE)
• University Scheduling & Calendaring

*University Advancement

• Office of the Vice President
• Advancement Services
• Alumni Relations
• Annual Fund
• Development
• University Communications

*Administration and Finance

• Intercollegiate Athletics

*Academic Affairs

• American Language Program (ALP)
• Office of Research & Sponsored Programs (ORSP)
• Osher Lifelong Learning Institute (OLLI)
• Student Research Center
• STEM

*College of Science

• Office of the Dean
• Biology
• Chemistry
• Earth
• Engineering
• Geology
• Health Sciences
• Math & Computer Science
• Mesa Grant
• Nursing
• Physics
• Psychology
• Statistics

*College of Education & Allied Studies

• Office of the Dean
• Credentials & Student Services Center
• Educational Leadership
• Educational Psychology
• Hayward Promised Neighborhood
• Hispanic Serving Institute Grant
• Kinesiology
• Online Teaching & Learning Degree Program
• Teacher Education
• Hospitality, Recreation & Tourism

Codie Howe - HR Analyst x53769

*Academic Affairs

• Academic Programs & Graduate Studies
• Center for Community Engagement
• Faculty Development
• General Education
• Peer Mentors
• Testing
• Undergraduate Studies
• University Honors

*College of Letters, Arts, & Social Sciences

• Office of the Dean
• Anthropology
• Art
• CLASS Computer Labs
• Communication
• Communicative Sciences & Disorders
• Criminal Justice
• English
• Ethnic Studies
• Geography & Environmental Studies
• History
• Human Development/Women's Studies
• International Studies
• Latin American Studies
• Liberal Studies
• Modern Languages & Literature
• Multimedia Services
• Music
• Philosophy
• Political Science
• Public Affairs Administration
• Sociology & Social Work
• Theater & Dance
• Title IV Grant

Ed Park - HR Manager x53101

• Finance - Budget, Procurement, Accounting
• General Accounting
• Shipping & Receiving
• Special Projects
• University Parking and Transportation Services
• University Police Department

*Student Affairs

• Admissions
• Enrollment Information Center
• Enrollment Systems
• Financial Aid
• Imaging
• Prospective Student Services
• Registrar

*College of Business

• Office of the Dean
• Accounting/CIS
• Economics
• Management & Finance
• Marketing

Geraldine Torbik - HR Manager x53514

• Academic Advising & Career Education (AACE)
• Library
• Student Center for Academic Achievement (SCAA)

*Student Affairs

• Accessibility Services
• College Link Program
• Diversity & Inclusion Student Center
• Enterprise Operation Activities
• Equal Opportunity Program (EOP)
• EXCEL
• Gaining Access N Academic Success (GANAS)
• Office of the Vice President
• Parent and Community Relations
• Project HOPE
• Project Impact
• Recreation and Wellness Center (RAW)
• Reniassance Scholars
• Sankofa
• Student Conduct, Rights & Responsibilities (SCRR)
• Student Health & Counseling Services
• Student Housing and Residential Life
• Student Life and Leadership
• Student Services Operations for Success (SSOS)
• Transfer Student Programs
• University Unions
• Veteran Student Services