Policies and Procedures
The following materials are intended to provide management with information concerning a variety of HR related issues. They are not intended to provide full and complete information about each issue addressed. It is important to be aware that while these materials are intended to be a helpful resource to managers, campus practices are subject to change as federal and state laws and the provisions of the collective bargaining agreements are updated, additional considerations regarding their application are recognized and processes are continuously improved. Applicable laws and regulations, provisions of the collective bargaining agreements, coded memoranda issued by the Office of the Chancellor with respect to the application of the provisions of the collective bargaining agreements, and interpretations of the provisions of the collective bargaining agreements otherwise made known to the campus by the Office of the Chancellor and or the Bargaining Unit Representatives take precedence over and supersede the content of these materials. Please feel free to contact the Human Resources office for full and complete information on the topics addressed.
Additional Employment Policy – Additional employment refers to any California State University (CSU) employment that is in addition to the employee’s primary appointment. The CSU Additional Employment Policy establishes reasonable limits on the total amount of employment as individual may have within the CSU system and provides guidelines for payment of overtime for a non-exempt employee’s additional employment assignment. Limits are based on time-base not salary. A maximum of 125% time-base is allowed under certain circumstances. Additional information is available on the CSU Policies website.
In an effort to provide the safest possible environment for students, visitors, faculty and staff, and enhance the security of physical resources, CSU, Fullerton shall, consistent with the requirements of the law and prudent practices, conduct criminal records check on applicants or current employees who are under final consideration for a position that has been designated as security sensitive.
Classification Review - See classification review.
Collective Bargaining Agreements – CSU Collective Bargaining Agreements outline the agreed upon working conditions and rights for represented employees.
Confidential Employees – Confidential employees, as defined by the Higher Education Employer-Employee Relations Act (HEERA), are those who are required to develop or present management’s position with respect to meeting and conferring with the exclusive representatives of collective bargaining or whose duties normally require access to confidential information which contributes significantly to the development of management’s position. Please see the CSU Policies website for further information regarding confidential employees.
Confidentiality of Employee Data – The University has a responsibility to protect sensitive employee data and maintain confidentiality of that date under the Information practices Act (IPA) and Title 5. Please see the CSU Policies website for policies and program specific information on confidentiality and protection of personnel data.
Conflict of Interest – According to Conflict of Interest Provisions, public officials may not make, participate in making, or in any way use or attempt to use their official positions to influence a governmental decision in which they know or have reason to know they have a disqualifying conflict of interest. University employees shall not vote, make recommendations, or in any way participate in personnel or financial decisions if such participation constitutes a conflict of interest. Annual disclosure statements are required upon appointment to designated positions and are updated annually. For additional information, please see the CSU Policies website on Conflict of Interest.
Employment Application Process - Please add the ‘Employment Application Process’ category and the following instructions: California State University, Fullerton positions are online for staff and management positions. In order to be considered for an open position at CSUF you will need to submit or create your resume through the online application process. A confirmation message will be sent to you upon completion of the application process. To submit or create a resume on online, go to: BrassRing , select the jobs you are interested in, and submit or create your resume online. New jobs are posted on the website weekly for a minimum of fourteen days.
Employment Eligibility Verification Process (I-9) -See I-9 Verification Process .
Ethics and Conflict of Interest (On-line) - The Ethics and Conflict of Interest Code Training Program provides information regarding CSU ethics statutes and regulations. This training provides a working terminology for conflict of interest, an understanding of The Political Reform Act of 1974, an approach to evaluating your economic interests, an analysis of potential workplace conflicts, activities for contractual conflict and incompatibility, and other tools. This training program is mandatory for all CSU employees who are required to file a Statement of Economic Interests (Form 700 or 700-U) and optional for others.
Exempt Employees – Exempt employees are those whose primary work assignment is in a represented or non-represented staff position (including those in the Management Personnel Plan) which is determined to be “exempt” from the Fair Labor Standards Act (FLSA). See the Fair Labor Standards Act (FLSA).
Fair Labor Standards Act (FLSA) - The FLSA establishes minimum wage, overtime pay, record keeping, and child labor standards affecting full-time and part-time workers in the private sector and in Federal, State, and local governments. Consistent with the US Department of Labor regulations, Human Resource Services is responsible to evaluate each position description and determine it exemption status under the FLSA. Additional FLSA information is available on CSU Policies website. The FLSA status for all classifications and skill levels is provided in the CSU Salary Schedule.
Fingerprinting – Any pre-employment conditions including fingerprint/background checks, must be authorized and coordinated through Human Resource Services. As part of the application process, prospective employees are required to certify their willingness to be fingerprinted. Please see the CSU Policies website for additional information.
- HR Letter 2002-23 (Police Personnel and Police Officer Testing)
- FSA 1985-72 (Practices - Appointments)
- FSA 1982-31 & Supplement #1 (Policy)
I-9 Verification Process - The employment eligibility verification procedure requires each campus to verify the employment eligibility of all employees hired on or after November 7, 1986. Verification of employment eligibility requires proof that the individual is authorized to work and proof of the individual's identity through completion of the I-9 Form. The I-9 Form must be completed within three days of hire. Please see the CSU Employment Policies for additional information.
Incompatible Activities, CSU - As public employees, CSU employees are public officials subject to laws and regulations on incompatible activities related to conflict of interest, ethics, and use of public information for personal gain.
In-Range Progression (IRP) Increase - See how to request an in-range progression increase.
Job Posting - Position vacancy announcements shall be posted, at minimum, on the official employment websites for CSUF http://hr.fullerton.edu/Jobs/Default.asp and the California State University (http://csucareers.calstate.edu/). Management positions are advertised on a broad regional or nationwide basis for at least one month. Staff positions are advertised for at least two weeks. Faculty employment opportunities are available on the Diversity and Equity web page.
Management Employees - Management employees are covered by the Management Personnel Plan (MPP) cited in Title 5, California Code of Regulations, with salary structure, evaluation and benefits, among other matters, being governed by these regulations. Continuation of management assignments is at the pleasure of the President.
Military Leave Policy - Under the Military and Veterans Code, eligible CSU employees who are members of the reserve cops of the Armed Forces of the United States, the National Guard, or the Naval Militia normally receive up to thirty (30) calendar days of CSU pay in a fiscal years for active duty military leave. Additionally, eligible employees on military leave have reinstatement rights to their previous position. For additional information, please see the CSU Policies website and the HR Operations web site.
Nepotism - The University seeks the best possible candidates for management, faculty, and staff positions. Appointments of close relatives in the same or different units or departments may occur as long as the CSU standards are met. Please see the CSU Policies website for detailed information on the CSU Nepotism Policy.
Non-Exempt Employees - Employees in positions classified as "non-exempt" from the provisions of the Fair Labor Standards Act (FLSA) as amended, must be paid overtime for all hours worked in excess of forty hours in a week in accordance with the provisions of the FLSA and collective bargaining agreements, if applicable.
If an employee holds both a non-exempt position and an exempt position at the same time, the employee must be considered as non-exempt for pay purposes and is eligible for overtime pay for any hours worked after 40 hours in a week.
Additional information is available at FLSA Policies.
Overtime - Overtime is defined as authorized time worked in excess of forty (40) hours in a seven (7) day period by non-exempt employees based on the provisions of the Fair Labor Standards Act and in compliance with the appropriate collective bargaining contract. In certain circumstances, some exempt employees may be eligible for overtime pay. Please see the Fair Labor Standards Act information on the CSU website for additional information.
Position Descriptions - A position description is maintained in Human Resource Services for all staff and management employees describing current job duties and responsibilities. Position descriptions should be updated to reflect all current duties and submitted to Human Resource Services for review. New employees should review and discuss their position description with their immediate supervisor. Upon completing the sign-in paperwork a new employee is given the position description for their current position to sign for inclusion in their personnel file. The position description form and guidelines for completion are available on the HR webpage.
Post Retirement Employment - Government Code provisions permit former CSU academic and staff/management employees who retire and receive retirement benefits from the California Public Employees’ Retirement System (CalPERS) to accept limited CSU employment without jeopardizing retirement benefits or requiring reinstatement from retirement. Under certain circumstances, retirees may be appointed as rehired annuitants to staff/management positions but are restricted to working 960 hours for all CalPERS’ covered employers in a fiscal year. Please see the CSU Employment Policies website for additional information.
Public Contract Code Restrictions - Under CSU Contact Restrictions, Senate Bill 41 has created new Public Contract Code (PCC) sections that address certain CSU employee conflict of interest provisions related to contracting. For additional information see the CSU Employment Policy website.
Quick Hire - To initiate the hiring of emergency temporary, retired annuitant, or special consult, please use Quick Hire form.
Reassigning an Employee - See reassignment.
Records Retention - Guidelines for Employment-Related Records CSU campuses are responsible for maintaining and retaining employment-related documents in accordance with appropriate records retention schedules. For detailed information regarding records retention, please see the CSU Policies website.
Relatives, Employment of See Nepotism
Social Security Number Verification - The Social Security Number (SSN) is the sole employee identifier for tax reporting purposes. The California State University (CSU) campuses and the Chancellor’s Office, as state employers, are responsible for accurately recording and reporting SSN’s to our pay agent, the State Controller’s Office (SCO). CSUF is responsible for verifying each employee’s SSN upon commencement of employment and requires that the employee present his or her Social Security card to Human Resources or Payroll Services at the time of hire. Additional information is available on the CSU Policies website.
Special Consultants - Special Consultants are hired to perform special assignments of a temporary nature, based on a particular knowledge, ability or expertise. Incumbents in this classification are paid with a daily rate. Please see the CSU Policies website for additional information.
Stipend - See how to request a monthly stipend (management initiated only).