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CHABSS Approval to Hire
Approval to Hire
Departments and programs cannot hire Independent Contractor, Special Consultant, or Casual Worker without first going through the proper procedures. The process must begin at least 30 days prior to the anticipated first day of work. Initiate the process by completing the appropriate CHABSS Approval to Hire Form.
Internal Hire
Step 1: Complete Form
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Complete the Internal Approval to Hire form (select appropriate blue box above) -
To complete the form you will need the name of the employee you are offering work to, their current classification of work (TT/Lec/Staff), email address, home college, home department, scope of work, dates of work, and compensation details.
Step 2: Review of Workload
- Upon submission the hiring form will be routed to the offered employee and the CHABSS Dean’s Office analyst.
- For faculty: The offered faculty member will then use the offer of work to submit the request for CHABSS for Additional Employment/Assigned Time form.
- For Staff: The offered staff member does not have to do anything further at this point. See Step 3.
- The College analyst will submit the scope of work to Faculty Affairs or Human Resources for a determination of how to hire the employee.
Step 3: Approval
- For faculty: Once determination is received from Faculty Affairs, the College analyst will then route the Additional Employment Disclosure Form (AEDF) through Adobe Sign to the faculty member, the CHABSS Associate Dean, the analyst, and the hiring entity for signatures.
- The signed AEDF form is the approval for the faculty to begin the work. No work may be started until the signed AEDF is received.
- For Staff: An email will be sent to the hiring entity and the employee approving the additional employment
Step 4: Payroll Paperwork Submitted
- For faculty: If the work is unit R03 instructional faculty work the college analyst will either process payroll paperwork or work with the hiring entity to process.
- For faculty & staff: If the work is determined to be Special Consultant or Casual worker the hiring entity will process through HR.
Please direct questions related to internal hires to Krista Thomas– kthomas@csusm.edu
External Hire
If you want to hire a Non-CSUSM employee the below steps must be followed:
Step 1: Complete Form
- Complete the CHABSS External Approval to Hire Form (select appropriate blue box above).
- To complete the form, you will need name of the individual you are offering work, email address, phone number, address, scope of work, dates of work, compensation amount and details.
- For Faculty employed at another CSU (TT/Lecturer): provide home CSU, home department, Department Chair, Dean, and person in charge of reviewing workload.
Step 2: Hiring Review
- After submitting the External Approval to Hire Form, the hiring entity and Department Administrative Coordinator will receive confirmation email from the Dean’s Office Analyst.
- For CSU employees, the Dean’s Office Analyst will reach out to other CSU campus to offer work.
- For Non-CSU employees, the Department Administrative Coordinator will submit the HR Contractor-Consultant Determination Form to Human Resources for a determination of how to hire the employee.
Step 3: Payment Processing
- For CSU employees: Once other CSU accepts the offer of work, the CHABSS Dean’s Office Analyst will process fund transfer.
- For Non-CSU employees: Once determination is received from Human Resources, you may proceed with hire according to determination by HR. If the work is determined to be Special Consultant the hiring entity will process through HR. If the work is determined to be Independent Contractor, the hiring entity will process through Procurement. Refer to the following links:
All non-faculty, non-CSUSM employees must complete the HR sign-in process on or before the first day of assignment.
Please direct questions related to external hires to Josie Rosas – jrosas@csusm.edu
CHABSS Guidelines
- Work is intended for substantial and department level event/activity, rather than for work in individual classes.
- If request is not submitted 45 days prior to event hiring entity will be required to obtain approval from Associate Dean Elisa Grant Vallone.
- The minimum cost of a project should be $300. All requests under $300 will require prior approval from Associate Dean, Elisa Grant-Vallone.
- Not intended for use of professional development funds, except in a situation where the Independent Contractor/Special Consultant is hired for research or creative activity.
- The Independent Contractor/Special Consultant must be eligible to work in the U.S.
- Hiring employees to perform CSU-related work outside of California is strictly prohibited effective January 1, 2022.
- Any active CSUSM employee, or anyone that has worked for CSUSM or another state agency in the last 24 months is not eligible to be hired as an Independent Contractor and must be hired as a Special Consultant.