HR

HR Virtual Service Highlights

During the COVID-19 Health Crisis, Human Resources has moved its operation online to provide virtual services.  You'll find specific information about (temporary) adjustments to some of our services below.

Latest COVID-19 Updates

Latest Updates:

Safety Protocols - Safety protocols for on campus work have been rolled out. All employees working on campus, as well as volunteers and vendors) are expected to complete a self-screening survey, social distance, wear face coverings and not come to campus if sick.

The safety protocols can be found on the CSUN as One webpage under the Health and Safety plan. Additionally, the self-screening survey is available on this same webpage, on the CSUN app, and on the Policies and Procedures pagelet of the myNorthridge portal. (20200730)

Training for Employees - A training, Returning to Campus Guide for Faculty and Staff, was assigned to all employees through CSU Learn.  All employees currently working on campus are expected to complete the training ASAP.  All other employees are expected to complete the training prior to working on campus or by December 31, 2020, whichever is first.

Note – Administrators and Department Chairs do not need to complete this training if they completed the Returning to Campus Guide for Administrators. (20200730)

Training for Administrators - In order to ensure that all Administrators are knowledgeable about the campus safety protocols for Fall, all Administrators will be required to attend the following training courses.  This measure is critical to ensure that all leaders on campus receive the same information and consistently administer safety practices throughout campus work areas.

  • Office Evaluation Training – This training outlines the process needed to conduct an office evaluation for limited campus re-population, taking into consideration safety protocols and materials needed.  This training was conducted by Environmental Health & Safety (EH&S) the weeks of June 8th and June 15th.  MPPs have been e-mailed if they need to attend a make-up training session.
  • Returning to Campus Guide for Administrators – This training will outline safety protocols for all employees working on campus and will focus on Administrator responsibilities and guidance navigating employee questions.  This training was conducted by Human Resources the weeks of July 6th and July 13th.  Make-up training sessions are available on July 28th and July 31st and calendar invites have been sent to those still needing to attend the training. 
  • CSU online course – Leading in the Post-Pandemic Workplace.  This training will provide guidance for organizational re-population considerations, communications, and continued leadership in a virtual environment.  You should have received an e-mail to access and take this training through CSU Learn. (20200730)

Leaves of Absence - Based on eligibility, the following leave options continue to be available to state employees.  Please note these leaves may be used intermittently and are also available to faculty.

  • COVID-19 Paid Administrative Leave (CPAL) – available through December 31, 2020
  • Federal Families First – Emergency Sick leave – available through December 31, 2020
  • Federal Families First – Emergency Family Medical Leave Expansion – available through December 31, 2020

Additional information on leave options can be found below or obtained by contacting HR Employee Relations at 818-677-6566 or er@csun.edu. (20200730)

Employees Age 65 Plus and/or Individuals with High Risk Medical Condition - Employees who are 65 or older and/or have a high-risk medical condition identified by the CDC may be asked to work on campus. Such employees may request an accommodation or leave of absence. Consistent with our accommodation process, medical certification will be required. (20200730)

Printing of Direct Deposit Advices Discontinued - In response to COVID-19 the State Controller's Office (SCO) has permanently discontinued the printing of direct deposit advices for all pay cycles. The SCO will continue to print live warrants, which will be distributed in accordance with campus processes established during virtual operations. Employees are encouraged to enroll in California Employee Connect (CEC), the SCO's new platform where state employees can view current and up to three (3) years of their earnings statements and W-2’s, along with personal information. (20200730)

Emergency Pay - In the past month, Governor Newsom began easing guidelines, slowly lifting the Safer at Home orders.  As a result, the emergency pay provision for CSUEU (Units 2, 5, 7, 9) and Teamsters (Unit 6) employees ceased on May 31, 2020.

Please note, if a serious second wave of the pandemic occurs this fall, as is being predicted, the need to reimplement emergency pay will be re-evaluated at that time. Additionally, CSUEU has filed an Unfair Labor Charge against the CSU for this action.  As such, we recommend you informally track hours for any on campus work for CSUEU and Teamsters employees. (20200730)

Collective Bargaining -

UAPD (unit 1) - The CSU andUAPD (Union of American Physicians and Dentists) have reached an agreement on a two-year extension of the current terms of the collective bargaining agreement.  All provisions of the agreement have been extended with no general salary increase (GSI) provisions.  This agreement will extend the contract through June 30, 2022.

CSUEU (units 2, 5, 7, 9) Agreement - The CSU and CSUEU (california State University Employees Union) have reached an agreement on a two-year extension of the current terms of the collective bargaining agreement. All provisions of the agreement have been extended with no general salary increase (GSI) provisions. This agreement will extend the contract through June 30, 2022.

CFA (unit 3) Agreement - The CSU and CFA (California Faculty Association) have reached an agreement on a one-year extension of the current terms of the collective bargaining agreement.  All provisions of the agreement have been extended with no general salary increase (GSI) provisions.  This agreement will extend the contract through June 30, 2021.

APC (unit 4) Agreement - The CSU and APC (Academic Professionals of California) have reached an agreement on a two-year extension of the current terms of the collective bargaining agreement.  All provisions of the agreement have been extended with no general salary increase (GSI) provisions.  This agreement will extend the contract through June 30, 2022.

UAW (unit 11) Agreement - The CSU and UAW (Academic Student Employees) have reached an agreement on a one-year extension of the current terms of the collective bargaining agreement.  This is a successor agreement that will require ratification my UAW membership.  All provisions of the agreement have been extended with edits to the salary provision noting there will be no general salary increases (GSI) but will provide increases connected to minimum wage compliance.  This agreement will extend the contract through September, 2021. (20200730)

Non-Essential Travel and System-wide Meetings Eliminated through June 2021 - As we face difficult budget constraints in the coming year, elimination of all non-essential travel, and system-wide meetings and conferences, through June 30, 2021 has been implemented. This is an important measure that will save significant resources for individual campuses. Any exceptions will need to be formally requested, and as noted will be granted on a very limited basis. (20200626)

New Employee Sign-Ins

Human Resources' University Hall Room 165 office will be open on the following dates to only process new hires. 

Please call x2101 to schedule an appointment for any new staff, faculty or student assistant.  To help expedite the process and increase social distancing, please ensure that the new employee completes the electronic new hire forms at home.

Dates and hours of operation are restricted to:

  • Monday, August 17, 2020 | 8:00 a.m. to 10:00 a.m.
  • Monday, August 24, 2020 | 8:00 a.m. to 10:00 a.m.
  • Tuesday, September 1, 2020 | 8:00 a.m. to 10:00 a.m.
  • Tuesday, September 8, 2020 | 8:00 a.m. to 10:00 a.m.
  • Monday, September 14, 2020 | 8:00 a.m. to 10:00 a.m.
  • Monday, September 21, 2020 | 8:00 a.m. to 10:00 a.m.
  • Monday, September 28, 2020 | 8:00 a.m. to 10:00 a.m.

Additional times/dates may be added as needed.

New Employee Payroll & Benefits Orientation

To adhere to the guidelines of social distancing, there will be no face-to-face new hire orientation. A member of the benefits and payroll team will contact new hires a couple days after sign-in to schedule a virtual orientation experience with them. In addition to Zoom capability, human resources representatives will be available via email and phone.

How to Submit HR Forms

Instead of mailing forms to HR, please submit them electronically as indicated below:

  • In Range Progression (IRP) - email to HRclass-comp@csun.edu
  • Medicare Status Forms - email to benefitsadministration@csun.edu
  • Personnel Action Request Form (PAR) – 
    • Completed PAR forms can be emailed directly to the Operations Technician assigned to the respective college.
    • Remember to use the Part-Time Faculty Module to transact certain job changes for Lecturers, Teaching Associates and Graduate Assistants.
    • We will accept scanned forms and photos.  If signature approvals are hard to obtain, you may include an email approval from the designated appropriate administrator.
  • Position Description Forms, Signed -  email to HRclass-comp@csun.edu
  • Reclassification – e-mail to HRclass-comp@csun.edu

 

Workers’ Compensation, Disabilities & Family Medical Leaves

Continue to email all documents, or legible photos of documents, directly to karyn.cote @csun.edu

NOTE: Until further notice, faxes will not be accepted due to no one in the office.

COVID-19 Paid Administrative Leave (CPAL)

We are pleased to announce the California State University has granted use of temporary paid Administrative Leave up to 256 hours, effective March 23, 2020 through December 31, 2020 for CSU (state) employees who are unable to work due to COVID-19 related reasons.

Under the new provision, all benefits-eligible employees and academic student employees (TA, GA, and ISA) shall be eligible for this one-time allotment that can only be used due to COVID-19 related absences.

This paid Administrative Leave is only for employees who are unable to work, on campus or remotely, for the following reasons:

  • When an employee is unable to work due to the employee’s own COVID-19-related illness or that of a family member for whom the employee would normally be able to use sick leave;
  • When an employee is unable to work because the employee has been directed by their supervisor or healthcare provider not to come to the worksite for COVID-19-related reasons and/or it is not operationally feasible for the employee to work remotely; or
  • When an employee is unable to work due to a COVID-19-related school or daycare closure, and the employee is required to be at home with a child or dependent, and it is not operationally feasible for the employee to work remotely or in conjunction with the childcare commitment.

The paid Administrative Leave is subject to the following conditions:

  • All hours must be used by close of business December 31, 2020, at which time the remaining allotted hours will expire;
  • The hours may be used at any time during this designated period, including intermittently, either before or after the use of any accrued leave or other paid leave, at the request of the employee, in consultation with the supervisor and provided such use shall not adversely affect the delivery of essential University services; and
  • The number of hours of paid administrative leave for employees who work less than full-time shall be prorated according to the percent of the appointment. Human Resources will assist in calculating the pro-rated hours on a case by case basis. In addition, exempt employees may only use in full day increments.

All CSUN state-side employees are encouraged to first check with their supervisors to see if there is work that can be performed remotely. If not, please contact Karyn Cote, Leave of Absence Specialist at Karyn.Cote@csun.edu to learn more about the paid Administrative Leave policy. After consult with each employee on their individual unique circumstance, Human Resources will provide the requesting employee an electronic leave form to complete which includes but is not limited to contact information, reason for leave, estimated start and end date of leave, and specific dates when requested Administrative Leave hours will be used.

Please note this paid Administrative Leave does not apply to auxiliary employees. Employees of auxiliary units are asked to consult with Human Resources department liaisons in their respective units regarding leave.

Federal Families First Coronavirus Act (FFCRA)

The FFCRA outlines two additional types of leave for COVID-19 related reasons that are available for use from April 1, 2020 through December 31, 2020.

Emergency Paid Sick Leave Act (EPSLA)

All CSUN state-side employees are eligible for two weeks (80 hours) of paid sick time for specified reasons related to COVID-19. The eligible hours are pro-rated for parttime employees. Exempt employees may only use in full day increments.

An employee qualifies for the paid sick time if the employee is unable to work (or unable to work remotely) due to a need for leave because the employee:

  1. Is subject to a Federal, State, or local quarantine or isolation order related to COVID-19;
  2. Has been advised by a health care provider to self-quarantine related to COVID-19;
  3. Is experiencing COVID-19 symptoms and is seeking a medical diagnosis; or,
  4. Is caring for an individual subject to an order described in (1) or self-quarantine as described in (2).

Emergency Family and Medical Leave Expansion Act (EFMLEA)

All CSUN state-side employees who have been employed for at least 30 days are eligible for up to 12 weeks of family leave under the expanded Family Medical Leave Act (FMLA) of which 10 weeks are paid. The first 2 weeks may be paid by any unused emergency sick leave, employee’s accrued leave credits or be unpaid. The eligible hours are pro-rated for part-time employees.

This leave time is part of FMLA and tracked by our Benefits team accordingly.

Under the FFCRA, an employee qualifies for expanded family and medical leave ONLY if the employee is caring for a child whose school or place of care is closed (or childcare provider is unavailable) for reasons related to COVID-19 AND has not already exhausted all rights in the past 12 months for other reasons, designated as FMLA.

If you are interested in learning more about the leave options under the FFCRA, please contact Karyn Cote, Leave of Absence Specialist at Karyn.Cote@csun.edu.

To view an accessible copy of the Employee Rights leave flier related to COVID-19, select here

 

Non-Telecommuting Workers Leave (NTWL)

A new policy has been issued by the Chancellor’s Office to provide additional paid leave to benefits eligible employees:

  • who are not assigned to work on campus,
  • work remotely based on their duties, and,
  • who exhausted the hours available to them under the COVID, 256 hours ofTemporary Paid Administrative Leave (CPAL).

Eligible employees will be provided up to 304 additional hours to be used from May 1, 2020 through June 30, 2020.

Note, once the stay-at-home directives are lifted by the Governor and/or local government officials and employees are permitted to return to work on campus, these hours expire and will no longer be available.

If you are interested in learning more about the leave options under the NTWL, please contact Human Resources/Employee Relations at , or (818) 677-6566.

 

Emergency Pay

In the past month, Governor Newsom began easing guidelines, slowly lifting the Safer at Home orders.  As a result, the emergency pay provision for CSUEU (Units 2, 5, 7, 9) and Teamsters (Unit 6) employees ceased on May 31, 2020.

Please note, if a serious second wave of the pandemic occurs this fall, as is being predicted, the need to reimplement emergency pay will be re-evaluated at that time. Additionally, CSUEU has filed an Unfair Labor Charge against the CSU for this action.  As such, we recommend you informally track hours for any on campus work for CSUEU and Teamsters employees. (20200730)

Academic Personnel Processing

Academic Departments are encouraged to utilize the Part Time Faculty Module to transact certain job changes for Lecturers, Teaching Associates and Graduate Assistants.

Refer to the Personnel Action Request (PAR) templates for a complete list of Part Time and Full Time faculty job changes.

Completed PAR forms can be emailed directly to the Operations Technician assigned to the respective college.

Direct Deposit

We encourage employees to sign-up for Direct Deposit for future pay periods.  The following link provides information on Direct Deposit for CSUN employees. https://www.csun.edu/payroll/direct-deposit.

Completed forms can be mailed to:

Human Resources – Payroll Administration
California State University, Northridge
18111 Nordhoff Street
Northridge, CA 91330-8229

In light of the State Controller's Office (SCO) discontinuing the printing of direct deposit advices for all pay cycles, CSUN employees are reminded that you now have the opportunity to access this information and forms through Cal Employee Connect (CEC). Access to password protected and/or secure areas of this portal is restricted to authorized users only.

CEC allows employees to view up to three (3) years of their earnings statements and W-2’s, along with personal information. Cal Employee Connect will ultimately reduce state costs and workload by providing a tool for all state employees to access their information electronically. You can read more information and learn how to enroll in CEC here.

The SCO will continue to print live warrants, which will be distributed in accordance with campus processes established during virtual operations.

Hiring Slow Down

The CSU implemented a hiring slow down (due to both capacity to onboard at this time as well as current and future budget impacts resulting from the pandemic) requiring each campus President to review and approve any jobs to be filled. The hiring chill provisions extend to temporary appointment renewals, temporary reassignments, and temporary compensation such as bonus and stipends.

Hiring requests that are deemed critical and/or essential to be filled at this time, must be supported by a divisional vice president recommendation.  All searches with a fully executed offer letter shall be honored.  Please work directly with your divisional vice president.

All student positions including academic student (TA, GA, ISA) and student assistant/work study student positions are also subject to the hiring chill requirements. However, for student employment in the Fall, approvals are only needed if headcounts are exceeding summer approvals.  Meaning if you already have approval for student summer work – you do not need approval for Fall again.

Live Pay Warrant Distribution

COVID-19 Live Paycheck Distribution Process

All employees not on direct deposit will have their state payroll checks distributed by U.S. Mail.  This distribution method promotes proper social distancing, as well as assists in transitioning workloads to support the Fall 2020 semester. In order to ensure timely receipt of paychecks, please follow the steps below no later than September 24, 2020:

  1.  Login to the myNorthridge portal and verify that your home address is accurate.  You can do this by navigating to the Staff tab and accessing the Human Resources/Employee pagelet.  In the pagelet select update my personal info.
  2.  Please respond to the following link https://www.surveymonkey.com/r/PayWarrant confirming that you have verified your address and/or updated it accordingly or that you prefer to have your paycheck mailed to an alternate address other than your official home address.

In order to avoid unexpected mailing delays, we also highly encourage you to consider enrolling in direct deposit.  New enrollment may take up to two pay periods to process, so please ensure your home address on file is also up to date. The following link provides information on Direct Deposit for CSUN employees: https://www.csun.edu/payroll/direct-deposit.

Completed forms can be mailed to:

Human Resources – Payroll Administration
California State University, Northridge
18111 Nordhoff Street
Northridge, CA  91330-8229

Additionally, employees may view their paycheck details and IRS Form W-2 by registering with Cal Employee Connect (CEC). CEC is a secure site run by the State of California’s State Controller’s Office and allows state employees to view paycheck information for the current tax year and two prior tax years and view Form W-2 for the past three tax years.  Access to CEC is available for current and former state employees.  More information can be found here: https://www.csun.edu/payroll/cec 

If this protocol creates a fiscal burden to you, please contact Ms. Chantal Sood at Chantal.sood@csun.edu or ext. 2790 and we will see what reasonable solution we can coordinate for you.

Direct Deposit

We encourage employees to sign-up for Direct Deposit for future pay periods.  The following link provides information on Direct Deposit for CSUN employees: https://www.csun.edu/payroll/direct-deposit. Please note that it can take up to two pay periods to become effective. Thank you for your patience.

Completed forms can be mailed to:
Human Resources – Payroll Administration
California State University, Northridge
18111 Nordhoff Street
Northridge, CA  91330-8229

Employees may now view their pay warrant (paycheck) details as well as view their IRS Form W-2 by registering with Cal Employee Connect (CEC). CEC is a secure site run by the State of California’s State Controller’s Office and allows state employees to view pay warrant information for the current tax year and two prior tax years and view Form W-2 for the past three tax years.  Access to CEC is available for current and former state employees.  More information can be found here: https://www.csun.edu/payroll/cec 

Performance Evaluations

Staff Performance Evaluations –

Managers should complete performance evaluations with each of their staff members and submit them to Human Resources on an annual basis.

Forms:

Submitting Forms:

  • Completed and signed paper Employee Performance Evaluations and any attachments should be submitted as follows:
    • Signed evaluation may be emailed to Human Resources via er@csun .edu.
    • If you are not able to obtain electronic signatures, you may email the evaluation with corresponding email from the employee acknowledging receipt of the evaluation with the completed evaluation to Human Resources via er@csun .edu.
  • Adobe Sign Evaluation Form Process
    • Log in to your Adobe Sign account, either from the link here or the "Sign My Documents" link in the Technology pagelet of the myNorthridge portal. For a quick guide, click here.
      • From the Adobe Sign Classic Experience Home tab -> Under Get a Signature, then under Use a Workflow, select Performance Evaluation for Staff (Units 2, 5, 6, 7, & 9) OR select Performance Evaluation for Academic Support (Unit 4).
      • From the Adobe Sign New Experience Home tab -> Start from library -> Workflow -> Under Account Workflows, select Performance Evaluation for Staff (Units 2, 5, 6, 7, & 9) OR select Performance Evaluation for Academic Support (Unit 4).

MPP Performance Evaluations –

Management should complete performance evaluations with each of their MPP direct reports and submit them to Human Resources by August 7, 2020.

Forms:

Submitting Forms:

  • Please use the evaluation form of your choosing.  Once the evaluation is completed, use the Adobe Sign cover page to collect signatures and submit the evaluation as an attachment to Human Resources.  
  • Adobe Sign Cover Page Process
    • Log in to your Adobe Sign account, either from the link here or the "Sign My Documents" link in the Technology pagelet of the myNorthridge portal. For a quick guide, click here.
      • From the Adobe Sign Classic Experience Home tab -> Under Get a Signature, then under Use a Workflow, select Performance Evaluation for Management Personnel Plan (MPP).
      • From the Adobe Sign New Experience Home tab -> Start from library -> Workflow -> Under Account Workflows, select Performance Evaluation for Management Personnel Plan (MPP).