Forms By Category
Benefits
All Employees
- Affidavit of Marriage/Domestic Partnership [pdf]
- Affidavit of Parent-Child Relationship [pdf]
- Authorization to Use and/or Disclose Personal Health Plan Information (requires SJSUOne/CSU login)
- Benefits Accounts/Receivable Agreement [DocuSign]
- COBRA Continuation Requirements [pdf]
- COBRA Continuation Election Form [docx]
- Declaration of Domestic Partnership
- Dependent Re-verification Affidavit [DocuSign]
- Disclosure of Privacy Information [pdf]
- eBenefits Self-service Electronic Signature Authorization Form [pdf]
- Election to Continue Direct Pay for Employees on Leave of Absence [DocuSign]
- New Health Insurance Coverage Options and Your Health Coverage [doc]
- Request for Access to Inspect and Copy Personal Health Plan Information [pdf]
- Request for Accounting of Non-Routine Disclosures of Personal Health Plan Information [pdf]
- Request for Confidential Communications of Personal Health Plan Information [pdf]
- Request for Restricted Use of Personal Health Plan Information [pdf]
- Request to Amend Personal Health Plan Information [pdf]
- Revised CSU Privacy Policy [pdf]
- Tax Sheltered Annuity Final Settlement Deductions [pdf]
- VSP Out-of-Network Reimbursement Form [pdf] (requires SJSUOne/CSU login)
- VSP Computer Vision Glasses Confirmation Form [pdf]
Faculty Specific
(includes Librarians, Counselors and some Coaches)
Child Abuse Mandatory Reporting
- Child Abuse - Executive Order 1083
- Child Abuse - Executive Order 1083, Attachment A: Excerpts of California Child Abuse and Neglect Reporting Act Penal Code Sections 11164 through 11165.7, 11166, 11166.01, and 11167
- Child Abuse - Executive Order 1083, Attachment B: Categories of Mandated Reporters
- Child Abuse - Executive Order 1083, Attachment C: Statement Acknowledging Requirement to Report Child Abuse and Neglect (Use for Limited Reporters Only)
- Child Abuse - Executive Order 1083, Attachment D: Statement Acknowledging Requirement to Report Child Abuse and Neglect (Use for General Reporters Only)
- Child Abuse - Executive Order 1083, Attachment E: Suspected Child Abuse Report
- Transmittal Letter
- Child Abuse - General Reporter Acknowledgement (DocuSign)
- Child Abuse - Limited Reporter Acknowledgement (DocuSign)
Classification & Compensation
All Employees
- Reclassification/In-Class Progression
- In-Range Progression
- Intern Position Description Form [docx]
- Market Based Salary Increase Application for Probationary and Tenured Faculty [DocuSign]
- Market Based Salary Increase Application for Probationary and Tenured Faculty [pdf]
- Position Description Guidelines [pdf]
- Position Description Instructions and Form [docx]
- Position Description Questionnaire [docx]
- Position Management Action Form [DocuSign]
- Request to Process Classification and/or Compensation Transactions [DocuSign]
- Salary Stipend Request for SUPA Employees [pdf]
- Salary Stipend Request for UAPD and CSUEU Employees [pdf]
- Working Titles Guidelines [pdf]
Faculty Specific (includes Librarians, Counselors and some Coaches)
Conflict of Interest
Forms & Policies
- Conflict of Interest Form 700: Statement of Economic Interests (2023/2024) [pdf]
- Conflict of Interest Form 700-U: Statement of Economic Interests for Principal Investigators (2023-2024) [pdf]
- Conflict of Interest Form 801: Gift to Agency Report [pdf]
- Conflict of Interest Form 802: Agency Report of Ceremonial Role Reports and Ticket/Pass Distributions [pdf]
- CSU Conflict of Interest Disclosure Categories [pdf]
Employee Off Boarding
- Confidential Exit Survey
- Death of Employee Guideline & Checklist [pdf]
- Employee Clearance Form [DocuSign] [Instructions: Document]
- Employee Clearance Form - Internal Transfer [DocuSign]
- Reconsideration Request Procedures for Non-Represented Employees [pdf]
- Separation from Employment - Resignation & Retirement [pdf]
Employee Relations
- Conflict of Interest Form 700: Statement of Economic Interests (2023/2024) [pdf]
- Conflict of Interest Form 700-U: Statement of Economic Interests for Principal Investigators (2023-2024) [pdf]
- Out-of-State Employment Policy
- Out-of-State Employment Request Form (CSU) [DocuSign]
- Workplace Violence Policy [pdf]
Employees
All Employees
- Acronyms and Terms [SJSU Google Sheet]
- Emeritus Staff Eligibility and Process [pdf]
- Emeritus Staff Recommendation Form [DocuSign]
- Ergonomic Evaluation Request [DocuSign]
- Ergonomic Self Evaluation Sheet [pdf]
- SJSU @ Work and CHRS Recruiting System Access Request Form [DocuSign]
- Notice of Alternate Work Schedule [pdf]
- Release of Confidential Information [pdf]
- Telecommuter Policy and Agreements [DocuSign]
- Telecommuting FAQ's [pdf]
- User Guide - Approve OT and Shift Hours [pdf]
- User Guide - Self Service Entry of OT and Shift Hours [pdf]
Faculty Specific (includes Librarians, Counselors and some Coaches)
Faculty
Faculty Documents
- Academic Finalist Interview Evaluation Form [docx]
- Advertising and Diversity Outreach Plan - Template [docx]
- Annual Summary of Achievements - Probationary Faculty (ASA-P) [docx]
- ASE Intent to Hire Letter [docx]
- ASE Intent to Hire Letter [pdf]
- Category 2403 Appointment [OnBase Unity Form]
- Checklist for Academic Student Employee - Unit 11 [pdf]
- Checklist for All Temporary Faculty Appointments [pdf]
- Committee Confidentiality Agreement: Department Chair or School Director Review [pdf]
- Confidentiality Agreement Form - RTP Committees [pdf]
- CPGE Special Session [OnBase Unity Form]
- CPGE Summer Session [OnBase Unity Form]
- CPGE Winter Session [OnBase Unity Form]
- Critical Path to Employment for Prospective Faculty [pdf]
- DIP Terms and Conditions [pdf]
- Domestic Visiting Scholar Appointment Form [DocuSign]
- Employee Fee Waiver Application [DocuSign]
- Employee Fee Waiver Change of Course(s) Form [DocuSign]
- Employment Questionnaire [pdf]
- Extension of Probationary Period COVID-19 [DocuSign]
- Faculty Recruitment Guide [pdf]
- Faculty Salary Schedule [pdf]
- Fee Waiver for Teaching Associates [pdf]
- FERP Appointment Change Request Form [DocuSign]
- Graduate Assistant - Description of Duties Form [pdf]
- Guide to Uploading Temporary Faculty Appointments in OnBase [pdf]
- H-1B Visa Data Collection Form (Applicant) [pdf]
- H-1B Visa Data Collection Form (Department) [pdf]
- Instructional Student Assistant - Description of Duties Form [pdf]
- ISA Terms & Conditions Fill In Form [pdf]
- International (J-1 Exchange) Visiting Scholar Appointment Form [DocuSign]
- Leave Request Form for Faculty - Medical & Parental [DocuSign]
- Leave Request Form for Faculty - Personal & Professional [DocuSign]
- Lecturer Faculty - Applicant Pool Report [pdf]
- Outside Employment Disclosure Form for Full-Time Faculty [DocuSign]
- Post Tenure Review Evaluation Summary [pdf]
- Pre-Approval to Offer Faculty Training and Professional Development Stipends [DocuSign]
- Pre-Employment Inquiry Guidelines [pdf]
- Promissory Note [pdf]
- Pre-Retirement Time Base Reduction Program Request form [DocuSign]
- Range Elevation Applicant Instructions [pdf]
- Recruitment Committee Confidentiality Statement [pdf]
- Recruitment Committee Election Report
- Recruitment Report for Probationary or Full-Time Temporary Appointments [docx]
- Reference Check Authorization Form [pdf]
- Release of Confidential Information [pdf]
- Sabbatical Change Request Form[DocuSign]
- Sabbatical Terms and Conditions [pdf]
- Salary Schedule (Instructional Faculty) 2021-22 [pdf]
- SC-1 Form (Statement of Professional Preparation and Experience) [pdf]
- Special Consultant Payment [OnBase Unity Form]
- Special Consultant Pre-Approval [OnBase Unity Form]
- Special Sessions Appointment Position Description - Template [docx]
- State-Supported Summer Pre-Approval [OnBase Unity Form]
- Teaching Associate - Description of Duties Form [pdf]
- Temporary Faculty Appointment Position Description - Template [docx]
- Tenured/Tenure Track Position Description Template [docx]
- Terminal Degrees [pdf]
- Terms & Conditions for DIP and or Sabbatical Application [pdf]
- WTU Values Sorted by Decimal [pdf]
- WTU Values Sorted by Fraction [pdf]
- WTU Values Sorted by WTU [pdf]
Hiring
All Employees
- Application for Student Assistant Position (for hiring department's use only, do not forward to UP) [pdf]
- Casual Worker Appointments Guidelines [pdf]
- CSU Student Payroll Action Request (SPAR) [pdf]
- CSU Student Payroll Action Request (SPAR) [DocuSign]
- Emergency Hire Guidelines [pdf]
- Employee Profile [pdf]
- Nepotism [pdf]
- Person of Interest (POI) Request Form [DocuSign]
- Special Consultant Appointments [Non-Faculty] [pdf]
- Student Appointment Letter [docx]
- Student Assistant Orientation Checklist [pdf]
- Student Employee Evaluation [pdf]
- Student Employment Guide for Hiring Departments [pdf]
- Student Pay Rate Change Letter [docx]
Faculty Specific (includes Librarians, Counselors and some Coaches)
- ASE Intent to Hire Letter [docx]
- ASE Intent to Hire Letter [pdf]
- Athletics Appointment Reference Call Log [pdf]
- Category 2403 Appointment [OnBase Unity Form]
- Checklist for Academic Student Employee - Unit 11 [pdf]
- Checklist for Athletic Appointments [pdf]
- Checklist for Temporary Faculty Appointment [pdf]
- CPGE Special Session [OnBase Unity Form]
- CPGE Summer Session [OnBase Unity Form]
- CPGE Winter Session [OnBase Unity Form]
- Employment Questionnaire [pdf]
- Faculty Special Consultant Pre-Approval Form [DocuSign]
- Graduate Assistant - Description of Duties Form [pdf]
- H-1B Visa Data Collection Form (Applicant) [pdf]
- H-1B Visa Data Collection Form (Department) [pdf]
- Instructional Student Assistant - Description of Duties Form [pdf]
- ISA Terms & Conditions Fill In Form [pdf]
- SC-1 Form (Statement of Professional Preparation and Experience) [pdf]
- Special Consultant Payment [OnBase Unity Form]
- Special Consultant Pre-Approval [OnBase Unity Form]
- State-Supported Summer Pre-Approval [OnBase Unity Form]
- Submission of Selection Packet for Staff and Management Recruitments
- Substitute Faculty Payment Request [pdf]
- Teaching Associate - Description of Duties Form [pdf]
- Terms & Conditions for DIP and or Sabbatical Application [pdf]
- WTU Values Sorted by Decimal [pdf]
- WTU Values Sorted by Fraction [pdf]
- WTU Values Sorted by WTU [pdf]
Leave
All Employees
- Catastrophic Leave Donation Form [pdf]
- Catastrophic Leave Donation Program Participation Request [pdf]
- Certification of Health Care Provider for Employee's Pregnancy Disability [pdf]
- Certification of Qualifying Exigency for Military Family Leave Form [pdf]
- Certification for Serious Injury or Illness of Covered Service member [pdf]
- CSU Difference in Pay Military Worksheet [pdf]
- Election to Continue Direct Pay for Employees on Leave of Absence [DocuSign]
- Family Medical Leave (FML) Information Sheet [pdf]
- Leave of Absence for Employees [pdf]
- Leave of Absence Request [pdf]
- Leave without Pay (LWOP) Information Sheet [pdf]
- Medical Certification for Family Medical Leave [pdf]
- Military Leave Information Sheet [pdf]
- Pregnancy Disability Leave (PDL) Information Sheet [pdf]
- Return-to-Work Program [pdf]
- Return to Work Certification [pdf]
Faculty Specific (includes Librarians, Counselors and some Coaches)
New Employees
Outside Employment
- Outside Employment Disclosure Form for MPPs [DocuSign]
- (Form is filed by Administrator/MPP Employee who holds a second job other than their current CSU job.)
- Outside Employment Disclosure Form for Senior Management Employees [DocuSign]
- (Form is filed by all Senior Management employees such as President and Vice Presidents, who holds a second job other than their current CSU job.)
- Outside Employment Disclosure Form for Full-Time Faculty [DocuSign]
Payroll
- Authorization for COVID-19 Emergency Pay - Employee [DocuSign] - Initiated by Employee
- Authorization for COVID-19 Emergency Pay - Supervisor [DocuSign] - Initiated by Supervisor
- Authorization for Emergency Pay - Employee [DocuSign] - Initiated by Employee
- Authorization for Emergency Pay - Supervisor [DocuSign] - Initiated by Supervisor
- Authorization for Extra Hours (Overtime) [pdf]
- Cancellation of Payroll Deduction [pdf]
- CSU Student Payroll Action Request (SPAR) [pdf]
- CSU Student Payroll Action Request (SPAR) [PAYROLL] [DocuSign]
- Direct Deposit Enrollment Authorization [pdf] [stand alone gov form]
- Direct Deposit Enrollment Authorization - CANCEL ONLY [DocuSign]
- Duplicate Wage and Tax Statement Request [pdf]
- Employee Action Request (EAR) [pdf]
- Employee Action Request (PAYROLL) [DocuSign]
- Excess Vacation Accrual Carry-Over Request [DocuSign]
- Hourly Time Sheet
- Monitor and Approve Student Time [pdf]
- Release of Confidential Information [pdf]
- Reporting Informal Leave without Pay (Docks) [pdf]
- Salary Advance Request [pdf]
- Special Consultant Payment [Non-Faculty][DocuSign]
- Time Entry Guide For Student Assistants [pdf]
- User Guide - Approve OT and Shift Hours [pdf]
- User Guide - Self Service Entry of OT and Shift Hours [pdf]
- User Guide - Timekeeper Entry of OT and Shift Hours [pdf]
- Warrant Release Authorization Form [pdf] [Instructions: Document [pdf]]
Performance Management
CFA (Unit 3)
APC (Unit 4)
Confidential Employees
- Confidential Employee Improvement Plan [docx]
- Confidential Employee Performance Evaluation Guidelines [docx]
- Confidential Employee Performance Evaluation
CSUEU (Units 2, 5, 7, 9)
- CSUEU Annual Performance Review [pdf]
- CSUEU Pre-Performance Review [pdf]
- CSUEU Probationary Performance Review [pdf]
- Guidelines for Writing Effective Goals [pdf]
MPP Employees
- MPP Performance Evaluation Guidelines [pdf]
- MPP Performance Evaluation [docx]
- Outside Employment Disclosure Form for MPPs [DocuSign]
- Outside Employment Disclosure Form for Senior Management Employees [DocuSign]
- Outside Employment Disclosure Policy for MPP and Executives Frequently Asked Questions [pdf]
Teamsters 2010 (Unit 6)
- Staff Pre-Performance Review Worksheet [pdf]
- Teamsters 2010 Annual Performance Review
- Teamsters 2010 Pre-Performance Review Worksheet [pdf]
- Teamsters 2010 Probationary Performance Review
SUPA (Unit 8)
UAPD (Unit 1)
Position Management
Recruiting
All Employees
- Confidentiality & Equal Employment Opportunity Statements [pdf]
- Interview Question Guidelines [pdf]
- Rationale to Recruit [DocuSign]
- Reference and Background Check Guidelines [pdf]
- Reference and Background Check Process [pdf]
- Reference and Background Check Release Form [DocuSign]
Faculty Specific (includes Librarians, Counselors and some Coaches)
- Academic Finalist Interview Evaluation Form [docx]
- Checklist for Letter of Appointment [pdf]
- Faculty Recruitment Guide [pdf]
- Pre-Employment Inquiry Guidelines [pdf]
- Recruitment Committee Confidentiality Statement [pdf]
- Recruitment Committee Election Report
- Recruitment Report for Probationary or Full-Time Temporary Appointments [docx]
- Release of Confidential Information [pdf]
- Special Sessions Appointment Position Description - Template [docx]
- Temporary Faculty Applicant Pool Report [pdf]
- Temporary Faculty Appointment Position Description - Template [docx]
- Tenured/Tenure Track Position Description Template [docx]
Retention, Tenure & Promotion
- Confidentiality Agreement Form - RTP Committees [pdf]
- Periodic Evaluation Form 2019-2020 [doc]
- Periodic Evaluation Form 2019-2020 [pdf]
- Periodic Evaluation Instructions 2019-2020 [pdf]
- Periodic Evaluation of Tenured Faculty "Post Tenure Review" [pdf]
- Post Tenure Review Evaluation Summary [pdf]
- What Goes Where? Preparing Materials in eFaculty [pdf]
Student Employees
- Application for Student Assistant Position (for hiring department's use only, do not forward to UP) [pdf]
- ASE Intent to Hire Letter [docx]
- ASE Intent to Hire Letter [pdf]
- Authorization for COVID-19 Emergency Pay - Employee (DocuSign) - Initiated by Employee
- Authorization for Emergency Pay - Employee [DocuSign] - Initiated by Employee
- Authorization for Extra Hours (Overtime) [pdf]
- Direct Deposit Enrollment Authorization [pdf] [stand alone gov form]
- Direct Deposit Enrollment Authorization - CANCEL ONLY [DocuSign]
- Duplicate W2 Wage and Tax Statement Request Form [pdf]
- Hourly Time Sheet
- Student Appointment Letter [docx]
- Student Assistant Orientation Checklist [pdf]
- Student Employee Evaluation [pdf]
- Student Employment Guide for Hiring Departments [pdf]
- Student Pay Rate Change Letter [docx]
Tuition Fee Waiver
Staff Employees
- Employee Dependent Fee Waiver Application [DocuSign]
- Employee Fee Waiver Application
- Employee Fee Waiver Change of Course(s) Form [DocuSign]
Faculty Specific (includes Librarians, Counselors and some Coaches)
Volunteers
- Domestic Visiting Scholar Appointment Form [DocuSign]
- Enter and Maintain Emergency Contact Information user guide [pdf]
- Enter and Maintain POI Information user guide [pdf]
- International (J-1 Exchange) Visiting Scholar Appointment Form [DocuSign]
- Intern Request Form [DocuSign]
- Person of Interest (POI) Request Form [DocuSign]
- Volunteer Request Form [DocuSign]
Workers' Compensation
Policies
- Non-Industrial Disability Insurance Information Sheet [pdf]
- Occupational Injury or Illness Reporting Policy [pdf]
- Occupational Injury Return-to-Work Program [pdf]
- Workers' Compensation Benefit Information [pdf]
Forms
- Employer's Report of Occupational Injury or Illness [pdf]
- Notice of Personal Chiropractor or Acupuncturist [pdf]
- Predesignation of Personal Physician Form [pdf]
- Workers' Compensation Claim Form (DWC 1) and Notice of Potential Eligibility [pdf]
- Workers' Compensation Occupational Injury or Illness Checklist [pdf]
