HR: Academic Personnel Hiring

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HR Academic Personnel Hiring Processing
Workshop Fall 2009

• Office of Human Resources
• Wednesday, July 22, 2009
• Oviatt Library Presentation Room

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Todays Topics

• Semester and AY Appointment Dates
• Fall 2009 Processing Calendar
• The Sign-In Process
• Benefits
• Hiring In the Modules
• Appointment Letters
• Entitlements
• Cancellation of Classes/Assignments
• Additional Work Special Pays
• PARS
• Wrapping Up Summer 09
• Q A

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Getting Ready for Fall 2009
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2009 - 2010 Appointment Dates
Please note the default beginning and ending
dates for 2009-2010 appointments   Part-Time
Lecturers AY Lecturers (Job Code 2358)
Fall Semester Only S1 08/19/2009
12/23/2009 Spring Semester Only
S1 01/19/2010 05/21/2010 1 Academic
Year appointment Y1 08/19/2009 05/21/2010
3 Year appointment Y3 08/19/2009
05/25/2012   Teaching Associates Teaching
Associates (Job Code 2354) Fall Semester
Only S1 08/19/2009 12/23/2009
Spring Semester Only S1 01/19/2010
05/21/2010 1 Academic Year appointment
Y1 08/19/2009 05/21/2010   Graduate
Assistants AY Graduate Assistants (Job Code
2355) 5 Month Fall Appointment
09/01/2009 01/31/2010 5 Month Spring
Appointment 02/01/2010 06/30/2010
Monthly Graduate Assistants (Job Code 2325)
Can begin and end on any date maximum
appointment length of 6 months Instructional
Student Assistants Include First Day of
Employment and Known Last Day of Employment or
End of Semester/ Year. PAR must be
submitted to terminate at end of appointment,
based on their end date.
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The Sign-In Process

• Who?
• New Faculty, TAs, GAs, and ISAs and
• Returning Instructional Personnel that have not
  taught or worked in the past 18 months
• What?
• Bring New Employee Sign-In Form
• (Obtained from hiring Department)
• Present authorization to Work Documents
• Obtain CSUN ID Card
• Complete Benefit and Payroll Forms
• Where?
• The Office of Human Resources
• University Hall, Rm 165
• When?
• 830 a.m. 430 p.m.

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Benefits Administration

• Benefit Eligibility fliers
• No Changes in Eligibility Requirements
• Deadline to enroll in benefits for October 1
  Effective Date
• Friday, September 11, 2009
• Part Time Benefits Orientations
• On Line Presentation Coming Soon!
• Benefits Packets

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Benefits Administration

• Benefits Summary
• http//www-admn.csun.edu/ohrs/benefits/index.htm
• Open Enrollment
• September 14 - October 9, 2009
• Benefits Fair Monday, September 14, 2009
• USU, Grand Salon, Noon 2 pm
• Contacts
• Monica Escontrias x3810 (Last Name A - K)
• Cathy Salazar x2119 (Last Name L - Z)
• Mary Snipes x2728 (Leaves
  Retirements)

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Appointment Letters Part-Time Audit

• Unit 3 Faculty
• August 13th is the target date for Human
  Resources to run an initial PTF download.
  Spreadsheets will be sent out to Colleges and
  Departments after the download to begin sending
  out Appointment letters.
• September 24th is the target date for Faculty
  Affairs to begin the PTF Audit. Spreadsheets
  will be sent out to Colleges and Departments as
  part of Audit.
• Appointment Letters
• Templates posted to HR Academic Personnel website
  07/27/2009

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Appointment Letters Part-Time Audit

• Unit 11 Academic Student Employees
• Colleges and Departments must provide ASE with
  appointment letters at least 14 days prior to the
  effective date of the appointment.
• Appointment Letters
• Templates posted to HR Academic Personnel website
  07/27/2009
• Appointment Letter Packets must include Position
  Descriptions which are available from the Faculty
  Affairs website.

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Part Time Faculty Module

• PTF (2358), TAs (2354) GAs (2355, 2325)
• Will open for hiring Monday, August 3, 2009
• September Keying Deadline
• Tuesday, September 8, 2009
• September Approval Deadline
• Wednesday, September 9, 2009

The Student Module

• Instructional Student Assistants (ISAs) (1150,
  1151)
• Hire directly in the Student Module
• (Dont forget the end date)
• Must be Terminated at end of appointment

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Payroll PTF Module Processing DatesFall, 2009
Pay Period Payroll Date Deadlines Ke
ying Approval 08/19 09/30/09
September 30, 2009 Tues, Sept 8 Wed, Sept
9 10/01 10/31/2009 October 30, 2009 Wed, Oct
7 Thurs, Oct 8 11/01 12/01/2009 December 1,
2009 Wed, Nov 4 Thurs, Nov 5 12/02 12/31/2009
December 31, 2009 Wed, Dec 9 Thurs, Dec
10 01/01 01/31/2010 January 29, 2010 Wed,
Jan 6 Thurs, Jan 7 Refer to the AY Faculty
Paycheck Distribution Chart for additional
information.
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Payroll PTF Module Processing DatesSpring, 2010
Pay Period Payroll Date Deadlines Ke
ying Approval 01/19 03/01/2010 March
1, 2010 Wed, Feb 3 Thurs, Feb 4 03/02
03/31/2010 March 30, 2010 Wed, Mar 3 Thurs,
Mar 4 04/01 04/30/2010 April 30, 2010 Wed,
Apr 7 Thurs, Apr 8 05/01 05/31/2010 May 28,
2010 Wed, May 5 Thurs, May 6 06/01 06/30/2010
June 30, 2010 Wed, Jun 9 Thurs, Jun 10 Refer
to the AY Faculty Paycheck Distribution Chart for
additional information.
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Entitlements

• 1 Year Appointments
• If a part-time lecturer taught both semesters of
  the prior academic year and is offered units for
  the third consecutive semester (the next fall
  semester), they are entitled to
• A one-year appointment for the academic year
• The same number of units (or more) that they
  taught in the previous academic year
• Similar distribution of units over the next two
  semesters as were assigned in the previous
  academic year

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Entitlements

• 3 Year Appointments
• If a part-time lecturer is eligible for a 3 year
  appointment, they are entitled to
• The same number of units (or more) that they
  taught in the their sixth year, or in the last
  year of their previous 3-Yr appointment
• Similar distribution of units over the next three
  years as were assigned in the year previous to
  the start of the 3yr. Appointment
• 3-year appointments are automatically renewed
  unless the department has documented
  unsatisfactory performance or serious conduct
  problems.

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ENTITLEMENTS
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Entitlements
If there are no classes to offer for a 1-year
or 3-year entitled faculty member Please
contact Dr. Juana Mora, Director of Academic
Personnel in the Office of Faculty Affairs, at
ext. 7586.
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Document, Document, Document

• Declines units
• Resigns
• Leave without Pay

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Cancellation of Classes/Assignments

• Unit 3
• Appointments for Full-Time Lecturers are not
  conditional on budget or enrollment.
• For all other lecturers
• Classes may be cancelled any time prior to the
  third class meeting. You are obligated to pay
  the instructor from the beginning of the semester
  through the last day worked (day of first or
  second class meeting).
• If a class is cancelled after the third class
  meeting, you are obligated to pay the instructor
  for the entire semester or provide an alternate
  work assignment.

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Cancellation of Classes/Assignments

• Unit 11
• Single Academic Term Appointments or the First
  term in a multiple term appointment are not
  conditional on budget or enrollment.
• If Conditional
• Teaching Associates
• Appointment may be rescinded any time prior to
  the third class meeting.
• Graduate Assistants
• Appointment may be rescinded any time prior to
  the second full week of the academic term.
• Instructional Student Assistants
• All Appointments are conditional and may be
  rescinded based on budget and/or enrollment.
• If an appointment is rescinded, a TA is to be
  paid for class hours taught, and a GA is to be
  paid for actual hours worked.

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Additional Work Special Pays

• 125 Rule
• An employee is allowed 125 ONLY IF certain
  conditions are met
• Consists of employment of a substantially
  different nature, or
• Funded from non-general fund sources, or
• Accrual of part-time employment from more than
  one CSU Campus
• Full Time 40 Hours 100 25 approx 10
  hrs/wk
• Part Time Faculty Up to 40 Hours 100 25
  approx 10 hrs/wk
• or 3 Units per wk
  
• There are three distinct periods
• AY (Fall and Spring)
• Winter/Intersession
• Summer

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Substitute Pay

• IF Anticipated substitute assignment does not
  exceed 20 calendar days
• Hire a current PT instructor as a Substitute (Job
  Code 2356)
• Pay by the hour via ASP. Substitutes are paid
  for classroom contact hours only.
• IF Anticipated substitute assignment will exceed
  20 calendar days
• Increase the timebase of an existing PT Lecturer
  to cover the classes, or
• Hire a new temporary Lecturer (Job Code 2358) as
  an Emergency Hire.
• Payment based on weighted teaching units (WTU).
• Caution Total timebase cannot exceed 1.0 if the
  substitute assignment is similar in nature to the
  regular assignment (teaching). Lecturers are
  compensated for preparation time as well as
  contact hours. Each paid unit represents one
  hour in the classroom and two hours of
  preparation time per week.
• FT Tenured TT faculty cannot be substitutes for
  pay
• They may be compensated by an appropriate
  workload reduction as soon as practical or, if
  the employee is not employed in the next academic
  term, the employee shall be appropriately
  compensated upon separation for the class hours
  taught.
• There is nothing in the contract to preclude a
  faculty member from making informal voluntary
  substitute arrangements of a short duration with
  a University colleague, subject to the approval
  of the department chair.

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Nuts and Bolts of Special Pay Work

• Pre-Authorizations are Required for All
  Additional Work
• Pre-Authorizations are not Required for
  Substitute Work
• Departments are restricted to 4660 2356 Job
  Codes (2322, 2323, 2363 Extended Learning Only)
• 4660 Special Consultant Pays by daily rate
  only. Current range is 91 - 1214 per day.
• All Special Consultant (4660) work requires a
  Pre-Authorization.
• An Authorization for Special Pay (ASP) cannot
  overlap/cross pay periods.
• If no current active Faculty appointment,
  complete an Action Request form and submit it to
  HR with the ASP.
• New employees (or break in service of 18 months
  or more) must complete sign-in process in HR.

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• Hiring in the Module

Solar/HR Review Sessions Thursday, August 6,
2009 200 330 am Tuesday, August 11,
2009 1030 Noon Bayramian Hall, Rm 535
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• Fall AY PARs

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Wrapping Up Summer 2009
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THANK YOU !