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.

These resources/processes are for all CSUN employees (Faculty, Staff/MPP, and Student Employees).

Members of Auxiliary teams should check with their respective HR Office.

Human Resources COVID-19 Related Communications

New Employee Sign-Ins

Human Resources' Valera Hall Room 165 office is open limited days and hours for the purpose of conducting New Employee Sign-Ins only.

Sign-ins are generally limited to Mondays between 8:30 and 11:00 a.m.; additional dates/hours will be added on an as needed basis. 

An appointment is required to gain entrance to the office. Please email hrcustomerservice@csun.edu to schedule an appointment for any new staff, faculty or student assistant. Additionally, attach a copy of the New Employee Sign-In Form to your appointment request email.  This form is generally provided to you by the hiring department.  You will receive a response from our HR Customer Service Team within 48 hours, Monday-Friday. To help expedite the process and increase social distancing, please ensure that the new employee completes the electronic new hire forms at home.

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
  • Separation/Clearance Form - email to the Operations Tech handling your respective department.

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.

Expanded COVID Related Leave (ECRL) | Teamsters, Unit 6

The CSU and Teamsters Local 2010 (Unit 6) have agreed to the following COVID paid leave. Each employee shall be allotted up to 256 hours of ECRL for use between January 1, 2021 and December 31, 2021. The total number of ECRL hours shall be prorated for employees whose appointment is less than full time. ECRL can only be used in full day increments for exempt employees and can be used hour-for-hour for nonexempt employees.

ECRL can be used for the following reasons:

  • The employee’s own COVID-19 illness
  • The employee is experiencing COVID-19 related symptoms and is seeking diagnosis for their own illness
  • Care for an employee’s immediate family member who resides in the employee’s household who has COVID-19 symptoms or illness.
  • The employee is responsible for care of minor child, who resides in the employee’s household, and whose school or daycare is closed due to COVID-19 resulting in the employee being unable to work.
  • The employee is excluded from the workplace because of a requirement under Cal OSHA General Industry Safety Orders, Section 3205.

If you need a leave of absence or would like more information about ECRL, please contact Karyn Cote, Leave of Absence and Workers’ Compensation Specialist at karyn.cote@ csun.edu.

COVID-19 Paid Administrative Leave (CPAL)

This program has ended. (1/1/2021)

The California State University 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. This program will not be extended;
  • 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)

This program has ended. (1/1/2021)

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)

This program has ended. (7/1/2020)

The Chancellor’s Office issued a new policy in effect from May 1, 2020 through June 30, 2020 to provide up to 304 additional paid leave hours to benefit eligible employees:

  • who were 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 of Temporary Paid Administrative Leave (CPAL).

 

Emergency Pay

This program has ended. (6/1/2020)

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, 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 (see below).

Hiring During the Pandemic

The CSU Hiring Chill implemented on March 23, 2020 is still in effect and requires Presidential approval of any new searches and backfills.  Only mission critical positions that are vital to meeting the day-to-day operations and are core to the CSU mission going forward may be approved to be filled. 

A streamlined AdobeSign Request for Exemption from the Hiring Chill (Hiring Justification) form has been developed for each division for ease in routing to the appropriate Vice President, and the President’s Office. These forms should be used for all positions that need a recruitment or backfill – first time Lecturers (including emergency hires and those with more than a year break in service), Faculty Coaches and Counselors, Staff, MPPs, and Student positions.

Instructions on completing the Request for Exemption from the Hiring Chill form are tailored for your division and the type of position you are hiring, and may be accessed here at: https://www.csun.edu/hr/csun-hiring-during-pandemic-hiring-chill.

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 academic year. In order to ensure timely receipt of paychecks, please follow the steps below as soon as possible:

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.

Exceptions: 

If this process causes a financial burden to employees, they should email and request an exception to come to campus to physically pick up their pay check. This exception should be made no later than two weeks before payday. 

Direct Deposit

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.

Cal Employee Connect

Additionally, employees may view their pay warrant (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 

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 as prescribed.

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).