Recruiting and Staffing

As a project director, each principal investigator (PI) takes responsibility for managing their project and overseeing project staff. This includes ensuring compliance with relevant laws, regulations, and guidelines for employee hiring, fair compensation, and timely work hours submission.

The Human Resources department of the Research Foundation works with project directors and administrators to uphold proper business practices, adhere to hiring regulations, and comply with guidelines set by the Research Foundation, sponsoring agencies, federal and state authorities.

The Recruitment Process

Please note that employees are only authorized to begin work once all required steps have been approved and completed.

Recruiting Employees

Benefited Positions:

To recruit for benefited positions, roles require at least 50% FTE and last for more than six months. The position must be posted for seven days. The hiring manager will oversee the selection process and inform HR of the selected candidate. The hiring manager also provides a summary of the selection process (candidates interviewed, why a certain candidate selected). HR will send the offer letter to the selected candidate. Once the offer accepted, the new hire will go through a background check and Live Scan (for sensitive positions only). Once the background check is completed successfully, the new hire will be given instructions for the onboarding process. Follow these instructions to hire a benefited employee: 

Scribe: How to Hire a Benefited Position — Hiring Manager

Non-Benefited Positions:

The project director can hire non-benefited positions directly. If needed, HR can post the non-benefited position to get a qualified candidate. Please note that non-benefited positions are considered temporary positions. If the employee is hired for the long term, then he/she should be hired as a benefited employee.

Recruiting Student Assistants

Students who are attending classes at SJSU or another institution of higher education may be hired as student assistants. As stipulated in both the CSU policy and the Research Foundation policy, student assistants may work no more than:

• 20 hours per week while school is in session
• 40 hours during winter and summer intersessions

Follow this link to complete the New Hire process for a Non-benefited position:

Scribe: Non-benefited New Hire Process (for all student employees and other temporary positions)

Academic Appointments

If the employee is a San José State University faculty member and is working overload (up to 25% during the academic year and/or 125% during the summer/intersession on a non-federal award; 100% on a federal award) on the sponsored programs project, follow these instructions to hire:

– Scribe: Faculty New Hire Process

Please note that new hire/rehire faculty will also need to go through onboarding in Workday, as we are a separate entity and do not have access to SJSU records.

Employment Changes During Appointment

If there is a change in rate, account number (assigned project), duration of appointment period, or percentage of work, a new appointment form is required.

New Employee Onboarding

Prior to beginning work, all newly hired employees must complete the required new hire documentation and related processes.

New Hire Documentation

Hiring managers are responsible for ensuring that the required documentation for all new or rehired employees is completed before the employee begins working:

• E-Verify
• Glacier (non-residents)
• Background Checks (for all new or re-hired benefited employees and employees hired for sensitive category positions)
• Live Scan (all employees hired for sensitive category positions)
• New hire forms

Terminations

In the event of an employee's resignation or the conclusion of a project, it is necessary to terminate the employee by submitting an appointment form. According to CA labor law, it is mandatory to provide the employee's final wages within 72 hours of notification. To ensure compliance, the appointment form and final timesheet must be submitted at least 3 business days prior to the termination date.

For additional details on hiring and staffing support, as well as the full range of HR services, contact Research Foundation Human Resources.

For additional details on hiring and staffing support as well as the full range of HR services, contact Research Foundation Human Resources.