Hiring and New Faculty Procedures
The following information can be used in reference to the hiring process used within the College of Arts and Science. The processes and policies are in conjunction with the Department of Human Resources (HR) who oversees the hiring of all employees on campus.
Background Checks (Through TrueScreen)
Background checks need to be requested for the following circumstances:
- New employees
- Returning employees with inactive assignments of one year (1) or longer
- Returning employees who were “terminated” in HR’s system
- Current employees going from a temporary (adjunct) to a permanent (tenure/tenure track) position
- New student employees (who are not Federal Work Study)
- Returning student employees with inactive assignments for a year or longer
Directions to Request Background Check:
Email sent to new (or returning) employee:
Signature Routing
SIGNATURE ROUTING
To ensure that paperwork is processed as efficiently as possible, please follow the signature routing identified below.
FOR Department Action Forms (DAFs) & Personnel Requisitions (PRs)*:
- Hiring supervisor
- Department Chair
- PI (Only if charged against grant funds)
- Catherine Cornell, Budget Manager
- Megan Kyle, Grants & Contracts (Only if charged against grant funds)
- Rondi Stein, Assistant Vice President for Academic Administration
- Human Resources
FOR STIPEND REQUESTS:
- PI (Only if charged against grant funds)
- Catherine Cornell, Budget Manager
- Dean Norton
- Megan Kyle, Grants & Contracts (Only if charged against grant funds)
- Rondi Stein, Asst VP for Academic Administration
- Payroll
FOR AP FORMS:
- Payee
- PI (Only if charged against grant funds)
- Department Chair/Supervisor
- Catherine Cornell, Budget Manager
- Megan Kyle, Grants & Contracts (Only if charged against grant funds)
- Accounts Payable
*PLEASE NOTE:
- PRs are used for STAFF new hires or rehires provided a background check has cleared.
- DAFs are used for making changes to: salary/funding/supervisor/hours
Hiring Students
To ensure the efficiency of the student hiring process, please follow these steps:- Check with Human Resources to determine if the student has previously worked at USD. This can be done by calling the mainline (x4594) or by emailing the receptionist at the front desk.
- Determine if they need a background check and New Hire Paperwork (NHPW). If they are a new employee or have not worked at USD for over a year, they will need to go through the whole hiring process.
- If the student is currently working at another place on campus, please ascertain that their combined hours will not exceed 25 hours a week. This is particularly important when coding the number of hours as any assignment that will take the student over 25 will be denied by Human Resources.
- If they are returning to a position they previously had, if it’s within a year, they can be reactivated by DAF. If this applies, then no additional steps are required. Otherwise, proceed to the next step.
- To request a background check, please email Carla Wilson (wcarla@sandiego.edu) with the name and email of the student.
- Carla will send an email (requester will be copied) with the steps to complete the background check and NHPW.
- Once the background clears, Carla will notify the requester that the student can be hired.
- When that step is completed, a Personnel Requisition (PR) will need to be completed with all required information.
- Please be sure to reflect the actual hours a student will be working.
- Ensure the forms have the necessary department and supervisor signatures
- Please retain a copy for your records.
- If needed, please ask Carla for a template that highlights the information that must be included prior to Catherine Cornell’s approval. As any missing information will cause a delay.
- When the PR is approved by Catherine, Carla will retain a copy and automatically route the PR to the Provost office. From there, it will be taken to Human Resources.
- Make sure the student completes their New Hire Paperwork within the first three days of their start date. However, it is recommended that they complete this step prior to their start date as this facilitates the process.
- Once the student begins working, please have them complete their Kronos timecard online. This will ensure that the student stays within the allowable 25 hours a week for ACA
Personnel / Hiring
Faculty Recruitment/Searches
- Authorization to Recruit: The Authorization to Recruit Form is intended for internal routing within the College (will include link to the form).
*Hiring Diverse Faculty (Rough Draft)-Sample from Math Department
In order to ensure that we have a diverse candidate pool in our hiring process, the Department plans to:
- Advertise for the position widely in order to attract a diverse pool. The department may (depending on funding) advertise through the following organizations/magazines:
- MAA-- http://www.maa.org/
- AWM-- http://sites.google.com/site/awmmath/
- Journal of Blacks in Higher Education- http://www.jbhe.com<http://www.jbhe.com/>
- SACNAS-- http://sacnas.org/
- NAM-- http://www.nam-math.org/
- MAES-- http://www.maesnationalmagazine.com/
- Ford Foundation Fellowship Program--http://sites.nationalacademies.org/pga/fordfellowships/
- Diverse Issues in Higher Education-- http://diverseeducation.com/home.html
- McKnight Doctoral Fellows Program- Awards fellowships for Hispanic and African American Ph.D. students in the natural and physical sciences including mathematics-- http://www.fefonline.org/mdf.html
- SHPE Foundation focused on increasing Hispanic access to STEM Fields from college through the Ph.D.-- http://www.shpefoundation.org/
- Alfred P. Sloan Foundation Graduate Scholarship Program-- http://www.nacme.org/sloan/Sloan.aspx?pageid=30
- National Physical Science Consortium Graduate Fellowships in Mathematics, Science and Engineering-- http://www.npsc.org/
Recruitment and Retention
Recruitment refers to our support of and participation in efforts across the university to diversify our students, faculty, staff, and administration. Retention refers to our support of and leadership in developing effective strategies, practices, and policies that ensure that the university is a stimulating, embracing, and engaging place.
Affiliates of the Center for Inclusion and Diversity that shape our recruitment and retention efforts:
- All Nations Institute for Community Achievement (ANICA)
- Diverse Faculty Recruitment Task Force: A Targeted Approach
- Student Outreach and Recruitment (SOAR)
- LGBTQ Faculty and Staff Association
Contact: Dr. Lori Watson, pwatson@sandiego.edu, X4091
- Black Student Retention and Recognition Committee (BSRRC)
- Black Graduate Students Association (BGSA)
Recruitment Toolkit
*Please use the following link: https://www.sandiego.edu/documents/provost/FacultyRecruitmentToolkit2012-13.pdf
Links for Additional Resources:

Protocol On Missed Classes
- In the world of work, our contact hours are few, and every effort should be made to meet classes. It is not acceptable to miss a class, do nothing about it and not report it.
- If a professor cannot meet a class, and knows this ahead of time, they should arrange for someone else to teach it. There is a professional golden rule: cover for others because you will need them to cover for you. If doing so is impossible, something should be planned for the students to accomplish during the professor’s absence.
- If a professor must cancel a class at the last minute and cannot arrange for someone else to teach it, they should 1) send a class email to the student, and 2) inform the EA to post notice for the students. (Class emails are at the bottom of your class lists posted in your MySanDiego, but you should have your students update them early in the semester.)
- If a professor teaches a class during hours when no-one in the department is around and cannot meet a class at the last minute, they should 1) send a class email and 2) inform security, who can post notice
- Whenever any classed is missed, the professor should inform the EA. It is not necessary to contact the Dean’s Office. It is the professor’s responsibility and the department’s business (hence this protocol).
Drawdown Forms
Drawdowns
Departments that are approved for an equipment request or faculty that receive an award (FRG, Teaching & Learning Grant, etc.) will need to complete a drawdown in order to receive their funds. The process is completed in this order:
Department/faculty member spends the award using the department’s funds;
Once the charge hits the department budget the following is submitted to the CAS Budget Manager (please cc the Dean’s Special Projects Assistant):
Drawdown Form
NOETIX line showing the charge against the department budget
CAS Budget Manager will then move the funds to the Department’s budget.
Faculty and Staff Resources
College of Arts and Sciences
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