AA Employee Onboarding & Separation Checklists and Status Changes

Personnel hiring and status changes process stateside only 

1. Personnel Requisition - USE PAGEUP to recruit staff and MPP (see MATRIX for signature routing and guidelines on personnel reqs)
   1. When recruiting, recommend including:
      • Supplemental questions with the application
      • Requesting a letter of interest (cover letter) with the resume
      • Appropriate assessments for the position (especially excel for all administrative positions)
      • Appropriate scenario questions in the interview

CSU Salary Schedule, Classification Standards, and Collective Bargaining Agreements (if needed)

**After HR approval, attach HR Appointment letter through the ePAN process and include comment regarding base funding (on all base funded personnel actions):

• • Full BASE funding must be identified (and source) for all regular positions being recruited

Personnel requisitions are not needed for student workers or casual workers, just ePANs. 

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Forms now in ADOBE workflow:

• IRP Request  Form (does not require Provost signature, just Provost designee)
• Classification Review Request Form (Provost signature required, use provost@csusm.edu with no reviewer, need prior email approval before submitting)
• Volunteer Form
• MPP Action Request Form for pay increases, not personnel reqs (Provost signature required on all MPP actions, use provost@csusm.edu with no reviewer. President signature required on New MPP Hires and MPP Equity requests. Need prior email approval before submitting)
• Bonus and Stipend Form  (Provost signature required, use provost@csusm.edu with no reviewer, need prior email approval before submitting)

If you have questions regarding these forms, please contact your HR analyst directly.

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 CORPORATION PERSONNEL DOCUMENTS: 

• 85xxx Sponsored Projects, are signed by supervisor and PI/PD only (and MPP supervisor if it is an Overload)
• 86xxx, 82xxx, and 81xxx, Campus Programs, SEE SIGNATURE ROUTING MATRIX 

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Onboarding checklist (revised 12/06/2021):

All employees:

• Email employee welcome email (template-adapt for internal, faculty, etc.) after receive signed HR offer letter
• Email announcement to department introducing new employee, background, start date, etc.
• Update org charts, directories, web pages
• Name plates or office sign updated
• Access to any resource or shared mailboxes, folders, etc.
• New hire ESP - for email, parking permit, long distance code, etc. ( access through myCSUSM)
• Submit ePAN /staff (ONBASE) or ATF/Faculty attach HR appt. letter & work schedule (need EMP ID & position #)
• Request existing computer be prepared by IITS or order new Refresh computer if needed
• Employee Sign In Process and attend HR Orientation
• Campus/Unit tour and introductions and Faculty/Staff resources
• Order office and/or other keys for position
• Prepare office if needed, cleaned out, organized (check with Facilities if furniture needed)
• TEAMS and/or Voice Mail instructions
• Copier/printer/copy code instructions
• Unit webpage updated with new staff/TT (OU Campus)
• Outlook shared calendar
• Review and remind to use PAR  Website for  all Academic Affairs Travel, Hospitality, Budget and other Resources & Operations forms, links, etc.
• Review absence entry and process
• Defensive Driving training 
• Schedule Ergonomic evaluation
• Introduce to Faculty/Staff Help Desk
• Classification/Compensation information for staff
• Payroll/Holidays information
• Professional Development Opportunities and Guidelines, assign prof dev for first year based on needs of job
• Add to PCBO email distribution list
• Access/review for Unit One Drive/Sharepoint group page if applicable
• Add to AABO Team if 'Business Operations Staff' (travel, hospitality, budget, purchasing, etc.)
• Ask Staff Center to assign buddy if external staff new hire
• Welcome packet or swag bag on desk, if have one

Unit Budget Coordinator, Department Chair, Director or MPP:

• Fiscal Authority Responsibility Designation (include all DEPT IDs)
• PeopleSoft/CFS/HR actuals/Onbase access as needed for position
• List of all CSUSM Corp projects, guidelines, shadow budget if applicable

Unit Budget Analyst/Administrative Coordinator, if applicable:

• Pay Warrant DDR Authorization form and training
• Campus mail responsibilities
• Request Filemaker database for Unit 11 Employees & TT Faculty ATFs (Contracts) from Faculty Affairs
• ePAN/OnBase training **Attach HR appointment letter AND signed Personnel Requisition & Justification memo
• CFS/Data Warehouse set up default reports and training
• PeopleSoft review and training
• Request ProCard and other purchasing access (Staples, etc), PO/Requisition Training
• Student worker training/management (Student Employee Hiring Process Guide)
• Hospitality requests training
• Scheduling/Puzzling training
• 25Live Event planning access/training
• Website Training/OU Campus
• Travel website request training

• AA Budget Training & Resources website request training

Separation/Exit process for units:

STAFF:

• Received resignation/retirement letter with last day specified
• Separation ESP (myCSUSM)
• Separation ePAN/staff (need ONBASE)
• Remove Fiscal Authority Responsibility Designation (if applicable)
• Exit Email sent with link to Human Resources Sign Out instructions

FACULTY:

• Received resignation/retirement letter with last day specified
• Separation ESP (Move ESP for FERPs, if applicable - do not separate)
• Separation ATF (Check with Faculty Affairs for FERP ATF requirements, do not separate)
• Exit email sent (Check with Faculty Affairs for guidelines)
• FERP information

Emeritus Faculty information (if applicable):

• Department/Dean submits application to nominate retiring faculty
• Status notifications handled by The Provost Office
• Separation ESP Comments: Application for Emeritus status in progress - please keep accesses and Outlook open until further notice.

Questions regarding the above can be directed to Academic Affairs Resource & Operations Analyst, Maria Rasimas, at mrasimas@csusm.edu