ADMINISTRATION AND FINANCE

 

 

                        PERSONNEL

 


PM 90-08 (Revised)                                                                                           11/12/01

President James E. Lyons, Sr.

 

 

Committee to Review Perceived Administrative Effectiveness

[Supersedes PM 89-03]

 

The review of an administrator is intended to address not only his/her effectiveness but that of all administrators for whom he/she has supervisory responsibility.

 

Purposes of the Review

 

The purposes of administrative review are:

  1. to assist in the professional development of the administrator;
  2. to enhance the effectiveness and productivity of the administrator; and
  3. to make the administrator aware of the perceptions of those who work with him/her.

 

Administrators to be Reviewed

The following administrators shall be reviewed at regular intervals:

  1. Vice Presidents
  2. Chief Fiscal Officer (if not otherwise subject to review)
  3. All Associate Vice Presidents (Academic Affairs, Administration and Finance, Student Affairs, University Advancement)
  4. Associate Vice President for Telecommunications*
  5. Instructional Deans
  6. Associate Deans in the Schools and College
  7. Dean of the University Library
  8. Dean of Extended Education
  9. Director of Research and Funded Projects

 

The Academic Senate or the Staff Council** may request that the president of the University initiate a review of any member of the Management Personnel Plan including those not specified in the document.

 

Committee

 

The Committee to Review Perceived Administrative Effectiveness shall consist of three tenured faculty members selected by the Academic Senate for two-year staggered terms, two staff members selected by the Staff Council*** for two-year staggered terms, one student selected by the Associated Students Organization, and one on-campus administrator selected by the President for a two-year term.  No member may serve more than two consecutive terms.

 

* Current title is Executive Director, Information Technology

**  No longer exists.

*** In the absence of a Staff Council, staff members are appointed by the President.

The Committee shall be formed by May 1 of the year preceding the review.  The Chair of the Committee shall be elected at a closed session by the committee members; this closed session will be the first meeting of the committee in the fall semester.  All correspondence issued by the committee must be signed by the Chair.  At the committee’s discretion, correspondence also may be signed by all members of the committee.

 

The President or his/her designee shall provide adequate and appropriate support services to the committee charged with reviewing an administrator.  Such support may include clerical services, and, in special cases, assigned time.

 

Every review of the performance of an administrative officer shall be treated with full respect for appropriate due process.  This shall include confidentiality of all documents and proceedings involved.  When the review is complete, all documents shall be delivered to the President by the Chair of the Committee.  The summary reports shall be retained in the Office of the President.

 

The Review Schedule

 

Normally, the initial review of an administrator shall be conducted in the third year of his/her incumbency whether he/she is new to the campus or new to the position.  Subsequent reviews shall be conducted in the fifth year following the previous review.  During the normal review process, the Committee may recommend the subsequent review of an administrator in less than the prescribed five-year period.

 

The President of the University or his designee shall maintain a schedule showing the year in which the regular review of each administrative office is due.  The schedule of administrative reviews for a given academic year shall be circulated to faculty and staff by September 15 of the academic year in which the review is to take place.

 

The Review Process

 

The President or his/her designee shall convene the Committee during the third week of the academic year.  He/She shall present the committee members with a copy of earlier evaluation(s) and a written statement of all duties that have been assigned to each administrator whose performance is to be reviewed.

 

The Committee shall meet with the administrator(s) under review at the beginning of the process to discuss the process and elicit any input as to additional audiences that shall be included in the review and any specific questions that shall be included in the survey.  The survey shall be printed on different colored paper or another type of indication used to identify that they were a selected population.

 

The administrator(s) under review shall be asked to define or discuss his/her goals and objectives and how he/she thinks that they have been met, providing any circumstances that are relevant to having achieved those goals and objectives or other issues that he/she wishes considered by the Committee during the review.  These shall be as specific as possible.

 

The cover letter for the survey soliciting participation in the review process shall include a position description with specific responsibilities delineated and an organization chart for the particular administrator’s area.

 

Letters encouraging faculty and staff participation in the review shall be sent by the faculty and staff representatives on the Committee to their constituencies.

 

The Committee is charged with collecting, organizing and summarizing all the relevant data concerning the administrator’s performance during the interval since the last review and shall prepare a written report, complete with supporting documentation.

 

The written report will use the following resources:

 

  1. Documents given to the committee at the meeting convened by either the President or his/her designee.
  2. A self-evaluation prepared by the administrator under review, describing his/her goals, responsibilities and accomplishments since the last review.
  3. The administrative supervisor of the individual under review shall cooperate with the committee in providing access to documents and information relevant to the review.  The committee itself shall determine which documents or information it needs to complete its charge and may request such materials.
  4. For the vice presidents, a questionnaire shall be sent to the individuals specified below.  For other positions the individuals specified below will be notified of their right to participate in the review and will be sent a questionnaire upon request.  However, in the case of School Deans, the faculty and staff of the given School will receive a questionnaire directly.  It is understood that not all those solicited will respond, and some will have no direct knowledge of the individual who is being reviewed.  However, in the interest of using the same population from one review to another, those to be polled should be kept as constant as possible.  Questionnaires shall be sent to all individuals, both on and off campus, who wish to give input to a review.

 

The Vice Presidents and the Associate Vice Presidents in Academic Affairs shall be evaluated by the administrators who report to them, other Vice Presidents, the Dean of the University Library, the Instructional Deans and Associate Deans, all other members of the Management Personnel Plan, the permanent staff in their unit, and the tenured and tenure-track faculty.

 

The Chief Fiscal Officer shall be evaluated by all Vice Presidents, the Instructional Deans and Associate Deans, the Dean of the University Library, the Director of Computer Services*, all permanent staff in the unit and the tenured and tenure-track faculty.

 

*Current title is Executive Director, Information Technology.

Instructional Deans shall be evaluated by other Instructional Deans and all permanent staff and faculty in the unit, including department chairs and associate deans.  All other members of the Management Personnel Plan who request an opportunity to participate in the evaluation will be provided with the evaluation materials.  Faculty in the School or College of Associate Deans being reviewed shall be included as evaluators.

 

The Dean of the University Library shall be evaluated by the Vice Presidents outside of Academic Affairs, Instructional Deans and Associate Deans, the Dean of Faculty Affairs*, The Dean of Extended Education, the Chief Fiscal Officer, the Director of Computer Services**, all library faculty and staff.  All other tenured and tenure-track faculty and other members of the Management Personnel Plan who request an opportunity to participate in the evaluation will be provided with the evaluation materials.

 

The Dean of Extended Education shall be evaluated by all the Vice Presidents except the Vice President for Academic Affairs, the Instructional Deans and Associate Deans, the Dean of the University Library, the Director of Computer Services**, the Director of Enrollment Services***, the Chief Fiscal Officer, and all permanent staff in the unit.  The tenured and tenure-track faculty and other members of the Management Personnel Plan who request an opportunity to participate in the evaluation will be provided with the evaluation materials.

 

The Director of Research and Funded Projects shall be evaluated by all the Vice Presidents outside of Academic Affairs, all Instructional Deans, Associate Deans, the Dean of the University Library and all permanent staff in the office of the Vice President of Academic Affairs.  All tenured and tenure-track faculty and other members of the Management Personnel Plan who request an opportunity to participate in evaluation will be provided with the evaluation materials.

 

The Written Report

 

A copy of the final written report shall be sent to the President or the President’s designee.  The reviewee has ten working days from the date of receipt of the report to respond to the Administrative Review Committee in writing.

 

After reading the final report, the President shall meet with the administrator under review, his/her supervisor, the Chair of the Administrative Review Committee, one faculty member from the Committee and one staff member from the Committee.  (The Chair will constitute representation for either of these groups.)  This meeting shall have the following purposes:  (1)  clarification of any misunderstandings  (2)  consideration of any modifications in the reviewee’s unit and (3) reaction by the President to the committee’s recommendations.  The reviewee shall be permitted to submit a written addendum to the report at this time which shall become part of the permanent record.

 

   * Current title is Associate Vice President for Faculty Affairs.

  **Current title is Executive Director, Information Technology.

***Current title is Director, Admissions and Records

At the end of the review process there shall be a public statement issued by the President stating the review is completed and thanking the campus community for their participation.

 

Annual Report to the Academic Senate

 

At the end of the academic year, the chair of the Administrative Review Committee shall present to the Academic Senate the Committee’s evaluation of their experience with the administrative review process, the Policy on Administrative Review and the rating instrument.  Suggestions for change shall be referred to the Faculty Personnel Committee.

 

Time Line:

 

Year before the review takes place:

 

            May 1                          Committee is formed

 

Fall semester

 

            Third week of               Committee is convened by the President/designee

   Academic year             and Chair is elected.

Sept. 15                       List of administrators to be reviewed is circulated.

Nov. 1                         Committee sends out questionnaires.

Dec. 1                          Questionnaire responses due.

Feb. 1                          Data from Questionnaires to committee

 

Spring semester

 

            April 1                          Two copies of written report to President/designee.

            April 15                        Response of reviewee to committee

            Before end                   President, reviewee, supervisor, Chair of Committee,

               of  semester                  one faculty member and one staff member meet.  An

                                                   announcement is sent to the campus community.

 

 


 

PM 86-08                                                                                                              8/26/86

President Richard Butwell

 

 

Administrative Appointments and Review

(Reference PM 78-24, PM 78-32, PM 83-20, with revisions and amendments)

 

 

Since the advent of the CSU Management Personnel Plan, all administrators have become subject to mandatory annual evaluation.  The Committee on Administrative Appointments and Review (CAAR) therefore no longer plays an essential role in the review of administrators.

 

In addition, the selection of administrators at the level of dean or above is better accomplished through the use of a case-by-case approach in choosing the members of selection advisory committees.  The unit in which the appointment is being made will be substantially represented on the search committee.  The committee will also include other individuals chosen for their ability to contribute to the search process.

 

PM 78-24, PM 78-32, the sections of PM 83-20 concerning CAAR, and their amendments and revisions are hereby rescinded, effective immediately.

 

 


PM 79-31  [Part I]                                                                                          1/26/79

President Donald R. Gerth

 

 

Code of Ethics in Personnel and Review Processes (Part I)

[Policy on Leaves and Honors Committee (Part II)]

 

Code of Ethics in Personnel and Review Processes

 

Confidentiality in personnel and review processes is fundamental to the maintenance of their integrity.  Accordingly, the following Code of Ethics does apply:

 

  1. No member of a committee, who has access to faculty personnel files, personal resumes or professional award or grant application information and is therewith making judgments, evaluations, and recommendations*, or is otherwise placed in confidence in personnel matters, shall divulge that information to or discuss the substantive deliberations of the committee with anyone outside the committee except as authorized by the rules regulating that process.  The above rules shall not prohibit the free and open discussion of general procedures and criteria used by the various committees, as long as such disclosures do not reveal information identifiable with specific individuals.

 

  1. Therefore, no non-committee member shall solicit such information from the committee members, or attempt to influence, or exert pressure on committee members, outside the prescribed process.

 

  1. Only the committee chair or an appropriately designated committee member shall serve as spokesperson for the committee when public reports are made or in response to inquiries made by applicants or faculty whose materials are being or have been reviewed.

 

*This is intended to mean, but not be limited to, RTP Committees, Leaves and Honors Committees, appointment screening committees, the Committee on Administrative Appointments and Review (CAAR) [no longer exists], grievance committees, and TSA Review Committees [no longer exist].

 


PM 90-08 (Revised)                                                                                                 8/11/95

President Robert C. Detweiler

 

 

Committee to Review Perceived Administrative Effectiveness

[Supersedes PM 89-03]

 

The review of an administrator is intended to address not only his/her effectiveness but that of all administrators for whom he/she has supervisory responsibility.

 

Purposes of the Review

 

The purposes of administrative review are:

  1. to assist in the professional development of the administrator;
  2. to enhance the effectiveness and productivity of the administrator; and
  3. to make the administrator aware of the perceptions of those who work with him/her.

 

Administrators to be Reviewed

The following administrators shall be reviewed at regular intervals:

  1. Vice Presidents
  2. Chief Fiscal Officer (if not otherwise subject to review)
  3. Associate Vice Presidents in Academic Affairs
  4. Associate Vice President for Telecommunications*
  5. Instructional Deans
  6. Dean of the University Library
  7. Dean of Extended Education
  8. Director of Research and Funded Projects

 

The Academic Senate or the Staff Council** may request that the president of the University initiate a review of any member of the Management Personnel Plan including those not specified in the document.

 

Committee

 

The Committee to Review Perceived Administrative Effectiveness shall consist of three tenured faculty members selected by the Academic Senate for two-year staggered terms, two staff members selected by the Staff Council*** for two-year staggered terms, one student selected by the Associated Students Organization, and one on-campus administrator selected by the President for a two-year term.  No member may serve more than two consecutive terms.

 

* Current title is Executive Director, Information Technology

**  No longer exists.

*** In the absence of a Staff Council, staff members are appointed by the President.

 

The Committee shall be formed by May 1 of the year preceding the review.  The Chair of the Committee shall be elected at a closed session by the committee members; this closed session will be the first meeting of the committee in the fall semester.  All correspondence issued by the committee must be signed by the Chair.  At the committee’s discretion, correspondence also may be signed by all members of the committee.

 

The President or his/her designee shall provide adequate and appropriate support services to the committee charged with reviewing an administrator.  Such support may include clerical services, and, in special cases, assigned time.

 

Every review of the performance of an administrative officer shall be treated with full respect for appropriate due process.  This shall include confidentiality of all documents and proceedings involved.  When the review is complete, all documents shall be delivered to the President by the Chair of the Committee.  The summary reports shall be retained in the Office of the President.

 

The Review Schedule

 

Normally, the initial review of an administrator shall be conducted in the third year of his/her incumbency whether he/she is new to the campus or new to the position.  Subsequent reviews shall be conducted in the fifth year following the previous review.  During the normal review process, the Committee may recommend the subsequent review of an administrator in less than the prescribed five-year period.

 

The President of the University or his designee shall maintain a schedule showing the year in which the regular review of each administrative office is due.  The schedule of administrative reviews for a given academic year shall be circulated to faculty and staff by September 15 of the academic year in which the review is to take place.

 

The Review Process

 

The President or his/her designee shall convene the Committee during the third week of the academic year.  He/She shall present the committee members with a copy of earlier evaluation(s) and a written statement of all duties that have been assigned to each administrator whose performance is to be reviewed.

 

The Committee shall meet with the administrator(s) under review at the beginning of the process to discuss the process and elicit any input as to additional audiences that shall be included in the review and any specific questions that shall be included in the survey.  The survey shall be printed on different colored paper or another type of indication used to identify that they were a selected population.

 

The administrator(s) under review shall be asked to define or discuss his/her goals and objectives and how he/she thinks that they have been met, providing any circumstances that are relevant to having achieved those goals and objectives or other issues that he/she wishes considered by the Committee during the review.  These shall be as specific as possible.

 

The cover letter for the survey soliciting participation in the review process shall include a position description with specific responsibilities delineated and an organization chart for the particular administrator’s area.

 

Letters encouraging faculty and staff participation in the review shall be sent by the faculty and staff representatives on the Committee to their constituencies.

 

The Committee is charged with collecting, organizing and summarizing all the relevant data concerning the administrator’s performance during the interval since the last review and shall prepare a written report, complete with supporting documentation.

 

The written report will use the following resources:

 

  1. Documents given to the committee at the meeting convened by either the President or his/her designee.
  2. A self-evaluation prepared by the administrator under review, describing his/her goals, responsibilities and accomplishments since the last review.
  3. The administrative supervisor of the individual under review shall cooperate with the committee in providing access to documents and information relevant to the review.  The committee itself shall determine which documents or information it needs to complete its charge and may request such materials.
  4. For the vice presidents, a questionnaire shall be sent to the individuals specified below.  For other positions the individuals specified below will be notified of their right to participate in the review and will be sent a questionnaire upon request.  However, in the case of School Deans, the faculty and staff of the given School will receive a questionnaire directly.  It is understood that not all those solicited will respond, and some will have no direct knowledge of the individual who is being reviewed.  However, in the interest of using the same population from one review to another, those to be polled should be kept as constant as possible.  Questionnaires shall be sent to all individuals, both on and off campus, who wish to give input to a review.

 

The Vice Presidents and the Associate Vice Presidents in Academic Affairs shall be evaluated by the administrators who report to them, other Vice Presidents, the Dean of the University Library, the Instructional Deans and Associate Deans, all other members of the Management Personnel Plan, the permanent staff in their unit, and the tenured and tenure-track faculty.

 

The Chief Fiscal Officer shall be evaluated by all Vice Presidents, the Instructional Deans and Associate Deans, the Dean of the University Library, the Director of Computer Services*, all permanent staff in the unit and the tenured and tenure-track faculty.

 

*Current title is Executive Director, Information Technology.

Instructional Deans shall be evaluated by other Instructional Deans and all permanent staff and faculty in the unit, including department chairs and associate deans.  All other members of the Management Personnel Plan who request an opportunity to participate in the evaluation will be provided with the evaluation materials.

 

The Dean of the University Library shall be evaluated by the Vice Presidents outside of Academic Affairs, Instructional Deans and Associate Deans, the Dean of Faculty Affairs*, The Dean of Extended Education, the Chief Fiscal Officer, the Director of Computer Services**, all library faculty and staff.  All other tenured and tenure-track faculty and other members of the Management Personnel Plan who request an opportunity to participate in the evaluation will be provided with the evaluation materials.

 

The Dean of Extended Education shall be evaluated by all the Vice Presidents except the Vice President for Academic Affairs, the Instructional Deans and Associate Deans, the Dean of the University Library, the Director of Computer Services**, the Director of Enrollment Services***, the Chief Fiscal Officer, and all permanent staff in the unit.  The tenured and tenure-track faculty and other members of the Management Personnel Plan who request an opportunity to participate in the evaluation will be provided with the evaluation materials.

 

The Director of Research and Funded Projects shall be evaluated by all the Vice Presidents outside of Academic Affairs, all Instructional Deans, Associate Deans, the Dean of the University Library and all permanent staff in the office of the Vice President of Academic Affairs.  All tenured and tenure-track faculty and other members of the Management Personnel Plan who request an opportunity to participate in evaluation will be provided with the evaluation materials.

 

The Written Report

 

A copy of the final written report shall be sent to the President or the President’s designee.  The reviewee has ten working days from the date of receipt of the report to respond to the Administrative Review Committee in writing.

 

After reading the final report, the President shall meet with the administrator under review, his/her supervisor, the Chair of the Administrative Review Committee, one faculty member from the Committee and one staff member from the Committee.  (The Chair will constitute representation for either of these groups.)  This meeting shall have the following purposes:  (1)  clarification of any misunderstandings  (2)  consideration of any modifications in the reviewee’s unit and (3) reaction by the President to the committee’s recommendations.  The reviewee shall be permitted to submit a written addendum to the report at this time which shall become part of the permanent record.

 

   * Current title is Associate Vice President for Faculty Affairs.

  **Current title is Executive Director, Information Technology.

***Current title is Director, Admissions and Records

 

At the end of the review process there shall be a public statement issued by the President stating the review is completed and thanking the campus community for their participation.

 

Annual Report to the Academic Senate

 

At the end of the academic year, the chair of the Administrative Review Committee shall present to the Academic Senate the Committee’s evaluation of their experience with the administrative review process, the Policy on Administrative Review and the rating instrument.  Suggestions for change shall be referred to the Faculty Personnel Committee.

 

Time Line:

 

Year before the review takes place:

 

            May 1                          Committee is formed

 

Fall semester

 

            Third week of               Committee is convened by the President/designee

   Academic year             and Chair is elected.

Sept. 15                       List of administrators to be reviewed is circulated.

Nov. 1                         Committee sends out questionnaires.

Dec. 1                          Questionnaire responses due.

Feb. 1                          Data from Questionnaires to committee

 

Spring semester

 

            April 1                          Two copies of written report to President/designee.

            April 15                        Response of reviewee to committee

            Before end                   President, reviewee, supervisor, Chair of Committee,

               of  semester                  one faculty member and one staff member meet.  An

                                                   announcement is sent to the campus community.

 

 


PM 80-16                                                                                                                    7/7/80

President Donald R. Gerth

 

 

Emeritus Status

 

 

[Professor Emeritus Titles:  This paragraph superseded by PM 98-01]

 

Emeritus Titles  for Administrative Positions

The title “Emeritus” is conferred by the President of the University on deans and administrative officials upon retirement, provided they are not less than 55 years of age and have completed no fewer than five years of full-time service in an academic administrative assignment.

 

Emeritus Titles for Librarians, Student Affairs Officers, and Coaches

The title “Emeritus” is conferred by the President of the University on all librarians, student affairs officers, and coaches upon retirement, provided they are not less than 55 years of age and have completed no fewer than five years of full-time service in the position immediately prior to retirement.

 

Other Categories

The President of the University may award the title “Emeritus” to persons in categories beyond those defined above upon nomination by a department or administrative unit or office, and after consultation with the Executive Committee of the Academic Senate.

 

Benefits and Privileges

All those designated “Emeritus” shall be entitled to the following benefits and privileges:

1.                  Emeritus identification cards.

2.                  Faculty privileges for the use of the library, athletic facilities, sports events, cultural activities, ceremonies, campus affairs, and parking permits.

3.                  Memberships and participation in benefit programs, such as health and life insurance programs, in conformity with the policies and laws of the State of California.

4.                  Appointments to advisory committees.

5.                  Listing in the Campus Directory and the University Catalog.

6.                  Recognition of emeritus status at Commencement ceremonies and recording of the status in the Minutes of the Academic Senate.

 

[Remainder of PM 80-16 superseded by PM 98-01]

 


PM 82-29                                                                                                                  9/10/82

President Donald R. Gerth

 

 

Policy on Fingerprinting of Employees

 

 

It is no longer mandatory that all new employees be fingerprinted.  Current CSU policy, as set forth in FSA 82-31, provides that fingerprinting shall be required at the discretion of the President.

 

While the university maintains the right to fingerprint any employee, it will ordinarily not fingerprint all new employees.  Fingerprints may be required of any employee whose assignment upon original appointment, or at a later date, involves handling cash, having access to safe combinations and important keys, and other sensitive responsibilities.  The recommendations of supervisors, as well as the need to validate information provided by employees, will be considered in making a decision as to whether or not fingerprinting is required.

 

The Dean of Faculty and Staff Affairs* is responsible for implementing this policy and maintaining the security and confidentiality of fingerprint cards and related documents.

 

*Current title is Director of Human Resource Management

 


PM 89-04                                                                                                                  7/27/89

President John A. Brownell

 

 

Guidelines for Search Committees for Full-time

Academic and Administrator III and IV Positions

[Supersedes PM 85-07; see also PM 89-04 Amendment # 1 (following) and PM 98-07]

 

 

PM 89-04 establishes within the context of the annually reaffirmed University Policy Statement of Non-Discrimination and Affirmative Action, guidelines for the establishment of faculty and administrative search committees.  The intent of the guidelines is to ensure effective committee operations and appropriate participation of historically under-represented groups (ethnic minorities, women, and persons with disabilities) on such committees.

 

These guidelines have been reviewed by the Faculty Personnel Policy Committee, the Academic Senate, the Council of Instructional Deans, and circulated to the members of the University Administrative Council for comment.

 

Guidelines

 

Search committees are required for the hiring of all tenure-track faculty, full-time lecturers, and Administrators III and IV.  The following guidelines govern the selection process for these positions.

 

Full-time Academic Appointments

 

In accord with the stipulations of the Unit III Bargaining Unit contract (12.11, 12.15, and 12.17)*:

 

1.   Each department or equivalent unit shall elect a peer committee of tenured employees

for the purpose of reviewing and recommending appointments.  Faculty search

committees may elect tenured faculty members from outside the department. (Cf. 12.11)

2.   Normally, the department or equivalent unit shall develop faculty vacancy announcements.  Such announcements shall be subject to approval by the Dean or other appropriate appointment officer.  (Cf. 12.17)

3.   All tenure-track faculty positions shall be publicized nationally.  (Cf. 12.15)  These positions should be announced in publications that call the position to the attention of the largest number of qualified persons, including historically under-represented persons.

  1. Searches for full-time lecturers must be advertised, whether nationally, regionally, or locally is at the discretion of the school dean.  Full-time lecturers appointed after a search may, after having been reviewed through the RTP process, be appointed for a

second year without an additional search.  After such an appointment of a full-time

lecturer to a second year, another search must be held.  (Only for the most compelling

 

*Contract citations are outdated; procedures still apply.

reason may the Affirmative Action Officer* approve an exemption by permitting

appointment of a lecturer to a third year without a new search.)

  1. Position announcements should be mailed before the date of the publication of any advertisement.  Position announcements must be circulated to organizations interested in assisting in hiring members of historically under-represented groups.
  2. Committee business shall not be conducted unless a majority of the members is present.  Each committee member shall participate in the preliminary screening of the applications or nominations.  During interviewing and formulating recommendations, the full membership must be present.  The only exception is that interviews may be audio and/or video tape-recorded in instances when a committee member is unable to participate; such an exception must have the prior approval of the Affirmative Action Officer*.  (The absent committee member must then listen to the tape of the interview before participating in the recommendation process.)
  3. It is the responsibility of the chair of the committee in conjunction with the Dean, to ensure that applicants are informed of their status at significant points in the process; for example, at the point when applicants are no longer under consideration.
  4. Unless there are compelling reasons, no fewer than three qualified finalists will be recommended to the appointing officer (President, Vice President, Chief Fiscal Officer, or Dean).  A cover memorandum that lists the strengths and weaknesses of each final candidate should accompany this recommendation.

 

Full-time Administrator III and IV Appointments

 

  1. Search committees shall include at least three and, preferably, five or more members.  Committees should include appropriate participation of historically under-represented groups (ethnic minorities, women, and persons with disabilities).  If the selection process used to appoint search committee members does not generate representation by these groups, the appointment authority (President, Vice President, Chief Fiscal Officer, or Dean) should augment the committee membership to achieve balance.
  2. At least one person on each search committee should be from a unit other than the unit in which the successful candidate will be serving.
  3. Administrator III and IV positions shall be publicized nationally.  These positions should be announced in publications that call the position to the attention of the largest number of qualified persons, including historically under-represented persons.
  4. The content of the position announcement is the responsibility of the appointing officer (President, Vice President, Chief Fiscal Officer, or Dean) for administrator searches.
  5. Position announcements should be mailed before the date of the publication of any advertisement.  Position announcements must be circulated to organizations interested in assisting in hiring members of historically under-represented groups.
  6. Committee business shall not be conducted unless a majority of the members is present.  Each committee member shall participate in the preliminary screening of the

 

*Current title is Special Assistant to the President for Employment Equity and Internal Affairs.

applications or nominations.  During interviewing and formulating recommendations,

the full membership must be present.  The only exception is that interviews may be

audio and/or video tape-recorded in instances when a committee member is unable to

participate; such an exception must have the prior approval of the Affirmative Action

Officer.  (The absent committee member must then listen to the tape of the interview

before participating in the recommendation process.)

  1. It is the responsibility of the chair of the committee in conjunction with the appointment officer to ensure that applicants are informed of their status at significant points in the process; for example, at the point when applicants are no longer under consideration.
  2. Unless there are compelling reasons, no fewer than three unranked finalists will be recommended to the appointing officer (President, Vice President, Chief Fiscal Officer, or Dean).  A cover memorandum that lists the strengths and weaknesses of each final candidate should accompany this recommendation.
  3. If a finalist in the applicant pool requests academic departmental retreat rights, it is the responsibility of the chair of the committee to notify the VPAA, the Dean and the department in advance of the candidate’s visit to campus, furnish a copy of the candidate’s curriculum vitae, and arrange an appropriate time to meet with department representatives during the campus visit and obtain a recommendation from the VPAA, the Dean, and the department.  [n.b.:  This paragraph replaced by PM 89-04, Amendment # 1, which follows.]

 

California State University, Dominguez Hills is committed to recruiting and hiring highly qualified individuals.  In this context, we are dedicated to increasing the employment of individuals from historically under-represented groups.  All participants in the search process are encouraged to help achieve this end.

 


PM 89-04, Amendment # 1                                                                                      1/11/90

President Robert C. Detweiler

 

 

Guidelines for Search Committees for Full-time

Academic and Administrator III and IV Positions

 

Upon the recommendation of the Academic Senate (FPC 89-21), I am pleased to approve the following policy on the appointment of administrators to academic departments.  The  policy, which is effective immediately, replaces guideline number nine in the “Full-time Administrator III and IV Appointments” section on page three of PM 89-04.

 

 *  *  *

 

9.         It is the responsibility of the Dean of Faculty Affairs*, the Vice President of Academic

Affairs, and the appropriate academic dean to ensure that procedures are set up for a

departmental review of any administrative candidate in the final pool who requests an

academic appointment.  These administrators must notify the department chair at least

two weeks in advance of the candidate’s visit to campus, furnish the department with a

copy of the candidate’s curriculum vitae, and ensure that the candidate’s schedule

permits adequate time with the department or its elected representatives.  If an

administrative search is conducted during the summer or winter break and the faculty of

the department concerned are not available, the President should withhold the conferring

of an academic appointment until after the regular semester begins and the department

has had adequate time to review the candidate and forward its recommendation to him or

her.

 

The appropriate department will review the administrative candidate and recommend for or against appointment, and for or against tenure.  The department should also recommend the rank of appointment.  In making the recommendation, the department should consider the qualifications of the candidate to teach specific courses in the department, the candidate’s previous academic appointments and academic rank, and the candidate’s scholarly achievements.  The granting of tenure at the rank of full professor should not be done routinely; and the recommendation should be based on both the candidate’s demonstrated abilities and fit with the academic program in the department.

 

The University, when possible, shall provide an additional faculty position, for a minimum of two years, to any department that is required to absorb an administrator.

 

In the event the President does not follow the department’s recommendation on administrative appointment and tenure, he or she should meet with the department before the appointment is announced to explain the reasons for the decision.

 

*Current title is Associate Vice President for Faculty Affairs

 


PM 98-07                                                                                                                    3/10/98

President Robert C. Detweiler

 

 

Guidelines for Search Committees for Full-Time Academic

and Administrator III and IV Positions

[Adds to PM 89-04, Amendment #1]

 

 

10.       The faculty composition of the university-wide search committee for the Vice President of Academic Affairs shall be as follows:

 

            One faculty member, elected from the School of Education.

            One faculty member, elected from the School of Management.

            One faculty member, elected from the School of Health.

            Three faculty members, elected from the College of Arts and Sciences.

 

            These members shall serve until the completion of the search.

 

11.       The faculty composition of the university-wide administrative search committees for positions in Academic Affairs shall be as follows:

           

            A minimum of three (3) faculty members or one-third of the committee,

whichever is greater.  These members shall be elected by the Academic Senate

after nominations have been solicited from the faculty at-large through

department chairs and members of the Academic Senate.  The Senate Executive

Committee will prepare a ballot based upon nominations from faculty members. 

Additional nominations may also be made from the Senate floor prior to voting. 

No more than one (1) member from any one department or program may serve on

these committees.

 

12.       The faculty composition of the university-wide search committees for Vice President, other than Academic Affairs and other positions in non-academic areas shall be as follows:

 

            A minimum of two (2) faculty members or one-quarter of the committee,

whichever is greater.  These members shall be elected by the Academic Senate

after nominations have been solicited from the faculty at-large through

department chairs and members of the Academic Senate.  The Senate Executive

Committee will prepare a ballot based upon nominations from faculty members. 

Additional nominations may also be made from the Senate floor prior to voting. 

No more than one (1) member from any one department or program may serve on

these committees.

 


PM 79-22                                                                                                                  7/9/79

President Donald R. Gerth

 

 

Interim Appointments

 

 

The Academic Senate has recommended a statement of principle for the making of interim appointments.  This statement is a reasonable and sound one, and indeed represents an approach which we have followed over time.  It is now incorporated into university policy as follows:

 

            In the absence of exigencies, appointments to interim administrative

positions, from a pool of candidates will follow, as much as is feasible,

procedures governing permanent appointments.

 

Typically interim administrative appointments are made for a period of time such that the normal processes for making an appointment following regular procedures can be employed during an academic year.  Particularly in the case of those appointments which are 12 months in nature, the breaking point on the calendar for interim appointments is typically August 31-September 1.  Interim administrative appointments are for the most part made only when time does not permit following procedures to be made for regular appointments, though there may be circumstances relating to the short nature of an appointment or some other factor not contemplated by our regular procedures, which would encourage the making of an interim appointment.

 

Interim administrative appointments of deans and others who have a comparable level of responsibility, and of vice presidents, are the responsibility of the president.  The president will consult in making an interim administrative appointment with the most relevant and available groups that are practical under the circumstances, acknowledging that there may be constraints of time.  Typically this would include the Committee on Administrative Appointments and Review* and/or those in a school or other comparable unit.

 

The responsibility for other interim administrative appointments is that of the Vice President for Operations**, and the Vice President similarly consults with those who would be most immediately affected by an interim administrative appointment, again following the most practical route possible.

 

 

  *This committee no longer exists

**Current title is Vice President for Administration and Finance

 


PM 77-36                                                                                                                 12/21/77

President Donald R. Gerth

 

 

Modified Work Week

 

For several months some offices on the campus have been experimenting with pilot projects for the Modified Work Week.  These pilots have demonstrated its success, and the policy is now approved for implementation wherever appropriate University-wide.

 

Procedures for Implementing Modified Work Week

 

  1. A plan for each unit should be worked out by the head of the units and the supervisors with the members of the staff.  In most instances there should be a plan for the total unit.

 

  1. The plans are to be submitted for review and approval to the Dean of Faculty and Staff Affairs.*

 

Guidelines for Modified Work Week

 

1.                  Any new work schedule must be congruent with the educational mission or support functions of the institution.

 

2.                  Employees whose work hours are changed by the new plan must be appropriately supervised; participants in the modified work week who are supervisors may not change their hours to times when their staff is not on duty.

 

3.                  Any modified work week schedule should be compatible to campus provisions for personal safety.

 

4.                  When a four-day, forty-hour work week is scheduled, the following ground rules must be adhered to.

 

Ground Rules for Four-Day, Forty-Hour Work Week Schedule

The California State University and Colleges’ Chancellor’s Office has issued an interpretation on the crediting and charging of sick leave and vacation time for employees working a four-day, forty-hour work week schedule.  This interpretation, which is based on the California State Personnel Board’s current rules, is as follows:

 

1. HOLIDAYS

    1. Eight hours credit will be given for a holiday falling on a day other than

a regularly scheduled work day for four-day, forty-hour employees (except

when the holiday falls on Saturday).

 

*Currently, the Director of Human Resources Management.

    1. If a four-day-forty-hour employee is scheduled to work on a holiday, he

will be credited with eight hours toward his “in lieu” time off.

 

2. SICK LEAVE

 

a    A four-day, forty-hour employee will be credited with eight hours of sick

leave for every full month of service.

 

b.   If an employee, who is on a four-day, forty-hour schedule, is sick on a regularly scheduled work day he will be charged hour-for-hour (or 10 hours for the full day) of his sick leave balance for every day of sick leave.

 

3. VACATION

 

a,   The accumulation of vacation credit for employees on a four-day, forty-

            hour work week will be the same as employees on the five-day, forty-hour

work week.

 

b.   A four-day, forty-hour employee who takes vacation on a regularly

scheduled work day will be charged hour-for-hour (or ten hours for the

full day) of his vacation balance for every day of vacation taken.

 

 


PM 79-32                                                                                                               11/30/79

President Donald R. Gerth

 

 

Procedure for Verification of University Faculty and Staff Organizations

 

 

Any individual, or group of individuals who may wish to establish an organization on campus that seeks to identify such organization with the name of the university and/or make use of certain facilities of the university will follow the procedures below to obtain campus verification.  Chapters of the employee organization verified by the Board of Trustees in FSA 77-09 #3 (and its successor documents) are not required to obtain verification from this campus; however, they are expected to apprise the Dean of Faculty and Staff Affairs* annually of the existence of their campus chapter and the names, addresses, and home and office telephone numbers of the officers and otherwise follow the procedures in PM 79-20 dated July 2, 1979 (Access Regulations).

 

  1. The name of the organization to be verified, its goal or purposes, the names, home and campus addresses and telephone numbers of members or at least of the president and secretary, and the composition of the organization (faculty, staff, etc.) would be included in the annual written request for verification to the Dean of Faculty and Staff Affairs*.  The request will specifically address whether or not the group seeks status as an employee representative group for purposes of collective bargaining.
  2. Membership in an organization is restricted to full or part-time employees (and where appropriate, student representatives, alumni, or family of employees) of the university.
  3. Such organizations will comply with the laws and regulations of the State and university.
  4. It is understood that verification by the university does not imply endorsement of the organization or its goals, and organizations should not attempt to appear to speak in the name of the university.
  5. Verification formally allows reasonable use of the university’s internal mail system if each item is personally addressed, the bulletin boards, and use of rooms for meetings in accordance with procedures for these uses.
  6. Formal verification will be granted by the Dean of Faculty and Staff Affairs* to all organizations which meet the above guidelines.  The organizational information will then be forwarded to the Chancellor’s Office in the instance of employee representation groups.
  7. Faculty and staff seeking verification of groups at the system level for the purpose of representing employees are advised to address the Assistant Vice Chancellor for Employee Relations.

 

 

*Currently,  Director, Human Resources Management

 


PM 84-15                                                                                                                  12/12/84

President Richard Butwell

 

 

Reconsideration Procedure for CSUDH Employees

Not Represented by Exclusive Representatives

 

 

I.                    Purpose:

To implement Chancellor’s Executive Order no. 446 and to establish a procedure

which provides eligible California State University, Dominguez Hills employees

with a process for the consideration and orderly disposition of requests for

reconsideration.

 

II.                 Applicability:

This procedure shall be utilized by an employee of California State University, Dominguez Hills who is a member of the Public Employees’ Retirement system or the State Teachers’ Retirement system, and who is not represented by an exclusive representative under the Higher Education Employer-Employee Relations Act (HEERA), and who requests reconsideration of personnel actions concerning promotion, retention, evaluation, assignment, reassignment and hours of work.  This procedure may not be utilized to appeal other personnel actions, a salary decision by the president, or any personnel action for which a separate appeal or hearing procedure is provided.

 

III.               References:

Executive Order 446 on Reconsideration Procedures for Eligible California State University Employees.

Sections 42728 and 43775 of Title 5 of the California Administrative Code.

 

IV.              Definitions:

(A)       “Immediate Supervisor” – A HEERA supervisor or manager to whom the employee is normally accountable who serves as first level reviewing officer.

(B)       “President” – President of the University or his/her designee.

(C)       “Days” – Days shall mean calendar days, except as provided in Section V (C) below.

 

V.                 General Provisions:

(A)       This procedure provides two levels of review, except for persons reporting directly to the President.  Employees reporting directly to the President will have only one level of review, and the decision of the President concerning requests for reconsideration shall be final.

(B)       If at any time during this procedure it is determined that (a) the employee is not entitled to use this procedure, or (b) the matter complained of is outside the scope of this procedure, the employee shall be so informed in writing and the proceedings shall be terminated.

(C)       Failure of an employee to comply with the time limits of this procedure shall render the employee’s request for reconsideration null and void and bar any subsequent reconsideration of the employee’s request.  Failure by the immediate supervisor to timely respond under this procedure shall permit the employee to submit a request for reconsideration at the second level, if applicable.  Time limits set forth in this procedure may be extended by mutual agreement.  In computing any period of time from a specific event, the day upon which such event occurred shall be excluded and the last day upon which any action is required to be taken shall be included.  When the last day for any action required by this procedure falls on a Saturday, Sunday or University holiday, the time limit shall be extended to the next University work day.

(D)       All requests for reconsideration and all proceedings pursuant to this procedure shall be confidential.

(E)        California State University, Dominguez Hills will not take any reprisals against an employee because of the employee’s utilization of this procedure.  Complaints regarding allegation of reprisals should be submitted to the President.

(F)        An employee may, in writing, withdraw a request for reconsideration at any time.  Thereafter, the employee may not file any subsequent request for reconsideration on the same matter.

 

VI.              Levels of Review:

 

(A)       First Level Review, Immediate Supervisor:

An employee my initiate a request for reconsideration by asking, in writing, for an appointment with the immediate supervisor.  Such a request must be made within 21 days of the date the employee knew or should have known of the decision or personnel action giving rise to the request.  The immediate supervisor shall meet with the employee to discuss the matter within 14 days of the receipt of the written request for the meeting.  Within 14 days of the first meeting the First Level Review Officer will render a written decision.  Copies will be sent to the employee, the President, and the Dean of Faculty and Staff Affairs.*

(B)       Second Level Review, President:

In the event the matter is not resolved by the decision at the first level, the employee may in writing within seven days after he/she received, or should have received, the level one decision, request a second level meeting and review with the President.  The President shall meet with the employee within 14 days to discuss the request for reconsideration.  The President’s decision will be rendered within 21 days of the meeting.  The decision of the President shall be final.

 

 

*Currently, the Director of Human Resources

 


PM 79-03 Amendment                                                                                             4/29/81

President Donald R. Gerth

 

 

Time Interval for the Review of Administrative Positions

 

 

The Board of Trustees action of last summer requiring the review of those in administrative positions and the review of tenured faculty was dealt with on this campus in earlier months by the Academic Senate, addressing only the matter of the evaluation of tenured faculty.  The process of addressing the review of those in administrative positions was not necessary inasmuch as procedures had earlier been established here at Dominguez Hills.

 

Now that the procedures for the evaluation of tenured faculty are established it would seem appropriate to bring the procedures for the review of those in administrative positions into congruence.  Thus I am changing the policy set forth in PM 79-03 (dated February 1, 1979) and entitled “The Review of Administrative Positions” and defining the time interval for the review of those in administrative positions to be “at intervals not to exceed five years.”  This will be exactly congruent with the evaluation of tenured faculty.

 

Our present campus policy calls for a calendar of periodic reviews to be established and updated annually prior to September 1.  This will be done prior to September 1, 1981, thus carrying out the new time cycle.

 


PM 81-20                                                                                                                  9/23/81

David J. Karber, Vice President, Operations

 

 

Revised Policies and Procedures for Student Employment

 

 

Attached is a copy of Revised Policies and Procedures for Student Employment.  It is effective as of September 16, 1981.  All employment of students from that date forward should be consistent with this document.

 

You will note that the following changes are incorporated in the new policies and procedures:

 

1.                  Reduction of the appointment levels from four to three.

 

2.                  A uniform merit salary adjustment date; namely, the beginning of the February pay period.

 

3.                  New flexibility in calculating the student assistant 20-hour maximum.

 

4.                  New procedures for the certification of foreign student eligibility for employment and a requirement that a social security number or proof of application must be presented for one prior to employment.

 

5.                  Increased authority to the unit administrator in determining the appropriate level of employment.

 

 

Please share this document with the Department Chairs, Directors and other personnel who are involved with the hiring of student assistants.

 

 

CALIFORNIA STATE UNIVERSITY DOMINGUEZ HILLES

POLICIES AND PROCEDURES FOR STUDENT EMPLOYMENT

 

 

I.  Student Assistant Personnel Board

 

Introduction

 

The policies and operating procedures for the employment of Student Assistants are established by the Student Assistant Personnel Board with the approval of the Vice President, Operations*.

 

*Currently, the Vice President, Administration and Finance

 

            A.  Composition of the Board

                 

                  Permanent members of the Board are:

 

1.      Director of Business Affairs*

2.      Director of Student Aid**

3.      Director of Staff Personnel***

4.      Director of Student Development

5.      Dean of Education Resources****

6.      Dean of Program and Resource Administration*****

 

    All permanent members of the Board may choose to designate a specific person

    as the representative for her/his unit.

 

    Additional members appointed annually by the President are:

 

1.      One faculty representative recommended by the Academic Senate

2.      Two representatives from the student body

3.      One instructional dean or designee

 

Organization, Function and Responsibilities of the Board

 

            B.  Organization

                       

1.      The Director of Student Aid** will convene the first meeting in September to select a chairperson to serve through the new year.

 

2.      The chairperson shall provide for the taking of minutes at all Board meetings.

 

3.      The chairperson shall provide the Vice President, Operations****** and Dean, University College******, with copies of the minutes and forward any recommendations for changes in the existing policy.

 

C.  Functions and Responsibilities

 

1.      To periodically review and revise, as deemed necessary, the policies and operating procedures.  Suggestions will be solicited from the various segments of the University community.

 

*Currently, Representative from Administration and Finance

**Currently, Director of Financial Aid

***Currently, Director of Human Resources Management

****Currently, Dean of the Library

*****Currently, Associate Vice President for Planning and Resource Allocation

******Currently, Vice Presidents, Academic Affairs and Administration and Finance

 

2.      To review the Student Assistant Salary Schedule immediately following a Salary Range Adjustment or at other times as deemed necessary to keep it commensurate with duties performed and in line with salary schedules of comparable institutions of higher education, but within the established salary range approved by the CSU Trustees.

 

      Since Salary Range Adjustments are normally retroactive, the SAPB should

make every effort to review, recommend and secure approval of salary

schedule adjustments before the next payroll cut-off date (thus avoiding

unnecessary duplication of payroll reporting and increased workload for

payroll and departments).

 

3.      To issue interpretative statements of policies or operating procedures when such clarification is necessary.

 

4.      To act as an appeals board in the following cases:

 

a.       Violation of Student Assistant personnel policies or procedures.

b.      Termination which the Student Assistant feels is unfair.

 

II.  Definition and Purpose of Student Classifications

 

A. The classifications for Student Assistant (Class Code 1870) and Work-Study student (Class Code 1871) are established for positions filled by undergraduate, graduate, summer session and extension students enrolled or accepted for admission.  This classification is used to assist the staff and faculty in work that may be performed in any of the various offices or departments of CSUDH and its auxiliary organizations (when such student employees are paid by State of California pay warrants).

 

B.  “The Student Assistant classes (Class Codes 1870 and 1871) were designed

for people who are primarily students and also work on campus part-time. 

This is in contrast to persons who are full-time employees and part-time or

sometime students.  The Student Assistant’s commitment to her/his studies is

such that full time work is appropriate only when school is not in session.

 

C. The Student Assistant class is intended to provide a vehicle for students to

work part-time while they are in school, partially to enable them to gain

valuable experience related to their educational goals and partially to assist

them with financial support during the period when they are in school.  It is not

intended that the Student Assistant classes be used when a position would be

better covered by one of the established classes.”   FSA 81-13 (7-28-81)

 

D.     These policies and procedures apply (except as noted) to all student assistants

employed on campus.  (Class Codes 1870 and 1871)

 

III.  Eligibility for Employment

 

            A.  To be eligible for employment, students must either be currently enrolled or

            accepted for admission,

 

B.  Student assistants may continue to work during the summer or other periods

when classes are not in session if they were enrolled the previous quarter.*

 

C.  Foreign students holding F1 visas may work as Student Assistants (Class Code

            1870) provided they are enrolled full-time (12 units), maintain good academic

standing, and would not displace an eligible resident.  Certification required on

the Student Assistant Application for Employment/Hiring Form.  The

employing unit will verify that an eligible resident is not being displaced and

the Foreign Student Advisor will verify enrollment and academic standing.

 

D.     Eligibility for employment as a Work-Study student (Class Code 1871) is

established by the Office of Financial Aid.  A student securing such employment must present to the hiring supervisor a valid “Work Study Job Referral Card” (FA 524) before they may be employed.  Work study students are subject to Federal Work Study guidelines which take precedence over any policy statements contained in this document.

 

IV.  Employment Procedures

 

            A.  Administration of Student Assistant employment shall be in accordance with

good management practices and the principles and practices of equal

            employment opportunity.

 

            B.  The heads of Administrative Units are responsible for the implementation of

the classification and salary aspects of this policy.  Classification standards are        

outlined below and are assigned salary rates at the beginning of each fiscal

year.

 

C.  The University Personnel Office** is responsible for auditing the classifications and salary rates used by each Administrative Unit on campus for compliance with the standards established herein.  The audits will be performed in

accordance with the audit requirements of the Chancellor’s Office.  (Ten

percent during the three-to five-year audit cycle.)

 

D.     For each job for which an employing unit desires a Student Assistant, a

Student Assistant Job Request Form  (FA 501) will be completed by the

employing unit and forwarded to the Student Aid Office.

 

*Currently, previous semester.

**Currently, Office of Human Resources Management

The employer copy of the Job Request Form (FA 501) will be returned to the supervisor listed on the form.  Once an individual is hired, the FA 501 must be sent along with all other payroll documents through proper channels to the Payroll Office.

 

Regardless of the initial contact of the applicant, the employing unit must refrain from making an employment decision and appointment until a minimum period of five working days has passed since the public listing of the position.  This will not only ensure equal employment opportunity but also increase the probability that the employing unit will have had the opportunity to consider the most highly-qualified applicants.  For positions of two weeks duration or less the five-day posting requirement is waived.

 

E.      Starting Date

A newly appointed student assistant should not start work until all of the

necessary paperwork has been completed and approval(s) obtained.  Foreign

students with F1 visas must have prior approval from the Foreign Student

Advisor.

 

F.      Step Placement in Original Appointment

Students employed by the University for the first time will be placed on the first

step of the salary schedule in the appropriate job level.  Only in exceptional cases

where, in the judgment of the employing unit, the student has gained skills and

experience relevant to the job through previous employment, he/she may be

placed on a higher step—but not to exceed the third step.  In such cases, a form

(Appendix A) justifying the advanced placement should be completed by the

employing unit and forwarded to the Personnel Office.

 

G.     Transfer and Re-Employment

In the event that a Student Assistant is transferred without a break in employment

from one job to another with the same classification level, every consideration

should be given by the employing unit to review any previous experience and

satisfactory performance which may contribute to the effectiveness of services

performed in the new position and justify placing that student at the same salary

step he/she had attained in the previous job.

 

H.     The Student Aid Office will assist students in solving employment problems.

 

V.  Work Schedules

 

A. “When school is not in session due to quarter/semester breaks and summer

Recess, Student Assistants may work up to a maximum of 40 hours per week

but shall not be scheduled to work overtime.  The Controller’s Office will not

issue payments to Student Assistants in excess of 168 hours for a 21-day

period, not in excess of 178 hours for a 22-day pay period.

 

 

B. When school is in session, Student Assistants may work up to, but normally

not in excess of, 20 hours per week.  Under emergency or other unusual

situations, it is permissible for Student Assistants to work up to 30 hours in a

week.  If Student Assistants work in excess of 20 hours per week on some

occasions, there should be a balancing assignment in other weeks so that the

overall average will not greatly exceed 20 hours per week.  Campuses are to

monitor instances of excessive weekly workloads for Student Assistants to

insure conformity.”  (FSA 81-13  7-28-81)

 

C.  Student Assistants are generally assigned to work up to twenty hours a week

on a regular schedule worked out with the supervisor.  Any deviation from the

schedule must be checked with the supervisor.

 

D.     When a student is assigned to work a four-hour period, he/she is entitled to a

fifteen-minute break.  Any shorter work period does not entitle the student to a

break.  The student should check with the supervisor when he/she wishes to

take a break and report in when he/she has returned.

 

VI.       Compensation Plan

           

            The salary rate for student employees is determined by comparing the duties and

responsibilities assigned to the student’s position with the classification standards

detailed in Section VII below.

 

A.  Merit Salary Adjustment

In order to encourage continuing employment, the one-step salary increase (not

            to exceed the maximum step of the appropriate salary range) may be granted at

the beginning of each February pay period provided that the student has been

employed as a student by the current employing unit and in the same position

during any two monthly pay periods of the past Fall quarter*.  Completion of the

required period of service is not a justification for a step increase.

 

The supervisor is responsible for performing an evaluation of the Student

Assistant prior to granting a merit salary increase.

 

The supervisor must discuss the evaluation with the Student Assistant and

communicate to him/her the decision regarding the merit increase.  If

approved, the merit salary increase form should be completed and submitted to

the Payroll Office.

 

To merit an employing unit’s recommendation for a step advancement, the     

Student Assistant should:

 

1.      Show increased understanding and ability to perform the duties of the job.

 

* Currently, Fall semester.

2.      Be cooperative and able to maintain good relations with others.

 

3.      Perform the duties of the job in such a manner so as to exceed the minimum requirements of the quantity and quality of work expected.

 

4.      Demonstrate responsibility in being punctual and at work as scheduled.

 

5.      Demonstrate good supervisory ability (if applicable to the job).

 

B.  Promotion to Higher Job Level

            In the event that a Student Assistant is promoted to a job with a higher level,

he/she will be placed on a step within that level which is at least equivalent to

a one-step increase had he/she remained at the former level.     

 

C. Fringe Benefits

            Student Assistants and Work-Study Students are covered by Workers’

Compensation but do not accrue other fringe benefits including Holiday pay.

 

VII.      Classification Standards for Student Employment

 

The following chart presents the classification standards established for student employees working for CSUDH.  The purpose of these standards is to provide campus-wide consistency in distinguishing between the different levels of duties performed by student employees and to ensure that all students are classified and paid at equivalent rates for equivalent work.  Student employers are responsible for assigning the appropriate classification level.  The Personnel Office* will review the classifications on a post-audit basis.  Please remember that students are paid and classified for the specific job that each one performs.  The job requirements determine the classification level.  Classification decisions should not be made for budgetary reasons.  If funding is not available, job duties should be revised downward or the position eliminated.

 

The following chart provides a general index of job characteristics.  Review the specific tasks and responsibilities the position requires and identify the classification which has the predominant percentage of those characteristics.  A given position may have elements from more than one classification level.  The key factor is deciding what classification characterizes the overall job responsibilities.

 

EXCEPTIONS:  Refer to Section IV F

 

 

* Currently, the Office of Human Resources Management

 

 

Classification Standards

 

The following chart provides a general index of job characteristics.  A given position may have elements from more than one classification level.  Review the specific tasks and responsibilities the position requires and identify the level that has the predominant percentage of those characteristics.

 

Characteristics of Position

                                                Class A            Class I              Class II            Class III

A. Degree of supervision           Close               Close               Little or no        Little or no

                                                supervision       supervision       supervision       supervision

B. Length of training                  None                Less than a       One month       One quarter*

     required                                                       month               or more            or more

C. Complexity of task               Menial              Routine Semi-complex  Complex

    (i.e., independent

    judgment, decision-

    making

D. Physical exertion                  Light                 Light                 Moderate to     Moderate to

                                                                                                heavy               heavy

D. Degree of special                 None                Minimal or        Moderate         Extensive

    skill, training or                                             none

    experience

F. Supervision of other  None                Normally          Supervises        Supervises

    student employees                                        none                 Class I              Class II

 

Class A            Key Characteristics:  Short term projects requiring little or no training to perform tasks which do not require any special skills.

 

Class I              Key Characteristics:  Basic skills, knowledge or abilities; routine tasks

 

Under close supervision, perform work which requires a brief (i.e., one month or less) training period.  The work is routine and involves simple clerical and/or manual tasks.  No independent judgment or decision-making is required.  The subject matter of the work is typically non-technical and can be satisfactorily performed by any student with entry-level skills.  If applicable, physical exertion is light.  Little or no special skills, training, or experience is needed to perform the duties.  (Supervision of others is normally not required.)

 

 

 

 

 

*Currently, semester

Class II            Key Characteristics:  Moderately developed skills, knowledge, or training;

                        moderately difficult tasks                                    

                       

                        Under little or no supervision, perform tasks requiring a moderate (i.e., one month or more) training period.  Job duties are semi-complex in nature (i.e., may require limited degree of independent judgment or decision-making).  The work may be varied in subject matter and may require the ability to work under pressure.  If applicable, physical exertion may be moderate to heavy.  Jobs in this classification require that the student possess a moderate degree of skill, special training, or knowledge which may be of a technical or administrative nature.  (Supervision of other student employees at Class I falls into this class.)

 

Class III           Key Characteristics:  Advanced skills, knowledge or training; independent

judgment or decision-making; complex tasks

 

                        Under little or no supervision, perform tasks which require extensive (i.e., one quarter or more) training.  Job responsibilities are complex and require the application of skills or experience in a variety of problem-solving situations.  Independent judgment and/or decision-making is characteristic.  If applicable, physical exertion may be moderate to heavy.  (Supervision of other student employees at Class II level falls into this class.)

 

 

VIII.  Payroll Procedures

A.  Student Assistant vouchers, which are available and published through the

Payroll Office, and which verify the number of hours every student worked each

day, are turned in to the Payroll Office according to the published schedule. 

The Student Assistant will be issued his/her check according to the published

schedule, provided the time sheets and other documents are turned in correctly

to the Payroll Office by the due date (normally the 23rd of each month).

 

B.  Social Security Cards

            All student employees, including aliens, must have a social security number.  The

student must go to any Social Security Office, in person, and bring with them

current I.D., preferably one that contains their photo and signature.  (Aliens must

also bring their passport or any information relative to their entry, i.e., green

card, application for immigration, visa, etc.)  They will complete an application

form and be given a receipt.  Two copies of this receipt must be attached to the

student’s hiring documents when submitted to Payroll.  When the student

receives his/her Social Security number they must bring that number to the

Payroll Office (ERC-B526).

 

Students will be informed that their continued employment depends upon their

notifying the Payroll Officer as soon as the Social Security account number is

issued.

 

Students who do not report a Social Security number by the end of the application

period will not be permitted to continue work until the Payroll Officer receives

this information.  Allowing such students to continue their employment would

violate established state policy.

 

IX.  Retention

 

A.  Student Assistant Work Study Student employment is temporary.  Therefore a

student employee may be separated at any time.

 

B.  Once a student is hired, he/she should be considered for retention each

quarter* his/her work performance is satisfactory.

 

C.  A student may be terminated immediately for any serious violation of departmental regulations or for any other legitimate reason (i.e., insubordination or unexcused absences).

 

D.      A student assistant should be notified in writing of the problem in cases where

the student is a marginal employee whose work is generally sub-standard or who violates minor departmental regulations.

 

This written notification or warning places the student on probation, and

termination is recommended unless improvement is demonstrated within a stated

time period.  If a department head decides to terminate a student assistant, he/she

should inform the student in writing, and notify the Student Aid Office.

 

 

 

* Currently, semester.

 


PM 81-15                                                                                                                  7/6/81

Donald R. Gerth

 

 

Staff Emeritus Status

 

 

Provision is now being made, as a matter of University policy, for the conferral of “staff emeritus” by the University upon nonacademic and administrative employees who retire from the University, provided they are not less than 55 years of age and have not fewer than five years of full-time service at California State University Dominguez Hills.

 

The title “staff emeritus” is conferred by the Vice President for Operations* upon those who are eligible.

 

Benefits and Privileges

 

All those designated “Staff Emeritus” shall be entitled to the following benefits and privileges:

 

1.                  Staff Emeritus identification card.

 

2.                  Staff privileges for the use of the library, athletic facilities, sports events, cultural activities, ceremonies, campus affairs, and parking permits.

 

3.                  Eligibility for appointment to advisory committees.

 

4.                  Listing in the Campus Directory.

 

5.                  Recognition of emeritus status at the annual Staff Recognition Day.

 

*Current title is Vice President, Administration and Finance

 


PM 89-10                                                                                                                  9/11/89

President Robert C. Detweiler

 

 

Staff Handbook

 

 

I am pleased to announce the publication of the Staff Handbook which is designed to provide information on the basic policies and procedures which guide the administrative routines of the University.  The Handbook is divided into seven sections including (1)  Administrative and Staff Personnel Procedures;  (2)  Buildings, Equipment, and Grounds Procedures:  (3)  Office Procedures;  (4)  Financial Procedures;  (5)  Student Services Procedures;  (6)  Health and Safety Procedures: and (7)  Support Services Procedures.  The volume also provides an Introduction and a Subject Index.  A few copies are now being circulated for comment before the final editing is done and the publication is printed for general distribution and reference.

 

The purpose of this Presidential Memorandum is to confirm institutional acceptance of the Handbook and to enlist the participation of everyone who uses it in the refinement process which will make it increasingly valuable as it is amended and augmented to meet University needs.

 

A publication of this kind is never finished; that is why it will be issued in loose-leaf form.  Staff responsibility for coordinating the process of updating the Handbook periodically rests with the Vice President for Administration.  Each individual who will be in possession of a copy is charged with the responsibility of updating the volume each time amendments and extensions of the contents are distributed.  An amendment record will be included in the Introduction.

 

The compilation of a policy and procedures handbook is an important accomplishment and we expect it to provide additional structure in the organization, to reduce ambiguity, and to increase efficiency.