i. Position Classification
ii. Recruitment and Selection
iii. Moving Allowance Policy
iv. Short-term Positions
v. Onboarding
vi. Student Exemptions
vii. Additional Employment
viii. Effort Reporting
ix. Employment of Relatives

i. Position Classification

SDSU Research Foundation Human Resources classifies all positions under standard classification titles and descriptions so that positions with similar duties and responsibilities are grouped together in the same classification. A consistently applied classification system and pay ranges are essential for ensuring compliance with equal pay requirements as well as other legislative guidelines.

If a PI or supervisor believes that a position is not properly classified, a request for a classification review should be submitted to Human Resources with a compensation request form outlining the reason for the review, including any new job responsibilities. The request should be accompanied by a current job description, the new job description with the changes in duties clearly identified, and an organization chart of the project or department. When the request is received, an HR Business Partner will acknowledge receipt of the request in writing and begin the classification review process. This process may include several steps such as an analysis of the materials submitted, interviews with the employee, a desk audit, discussions with the employee’s supervisor and/or manager, and a comparison of similar positions within the work unit or outside the department. The position is then evaluated based on a variety of different classification factors including:

• complexity and difficulty of work
• assignment of new duties and responsibilities
• nature of supervision exercised and received
• knowledge, abilities and skills required
• independence of judgment and action required
• temporary reassignments that develop into regular assignments
• department reorganizations

The PI should make no commitment to any current or prospective employee concerning classification level or pay without prior approval from SDSU Research Foundation Human Resources.

ii. Recruitment and Selection

To ensure that sufficient funds are available, and that all legal and governmental mandates are met, SDSU Research Foundation has developed hiring procedures which require the prior approval of Human Resources and SRA before any staff are hired or appointed.

The procedure for hiring employees is initiated by completing an on-line Job Requisition form via the iCIMS Applicant Tracking System (iCIMS) which can be accessed from a link on the http://www.foundation.sdsu.edu/pag_hr_classification.html page. For assistance with the recruitment process, contact Human Resources at (619) 594-4139 or sdsurfhr@sdsu.edu.

The HR business partner will:

• Provide guidance on writing a job description
• Advise on classification and salary placement.
• Prepare recruitment materials, post job on websites, and assist with additional advertisement.
• Screen applicants for minimum qualifications.
• Forward resumes/applications of qualified individuals meeting minimum screening criteria to the hiring manager for further screening and selection for interview.
• Review interview questions and rating sheets.
• Attend interviews as appropriate.
• Initiate background checks as required.
• Make offers of employment.

The project hiring manager will:

• Develop the job description.
• Provide possible specialty recruiting sources.
• Review applications, rate candidates, and select qualified candidates for interview.
• Provide HR Business Partner with proposed interview questions five (5) days prior to the interview.
• Appoint an interview panel composed of individuals to interview the qualified candidates.
• Appropriately rate candidates using candidate rating sheet and select candidate for hire.
• Submit completed interview documents to HR.
• Check professional references.

No applicant should be given any information about the interview evaluations or who is being recommended for hire. All applicant inquiries must be referred to Human Resources.

SDSU Research Foundation’s CHRO, or designees within the Human Resources department, are the only people with the authority to offer regular employment. Offers of employment for employees cannot be made until a Personnel Assignment Form (PAF) is signed and approved in iCIMS by the PI/supervisor, SRA grant specialist and/or Dean.

iii. Moving Allowance Policy

Reimbursement may be allowed for a part of the travel and moving expenses of professional and technically trained persons who change their place of residence to accept employment with SDSU Research Foundation under the following conditions:

• The expenditure is necessary in order to recruit a qualified person; and
• The appointee will occupy a position which is eligible to receive such an allowance; and
• Funds are available from the project or department for this purpose.

For a complete copy of the Moving Allowance Policy, contact the human resources department at (619) 594-4139.

iv. Short-term Positions

Periodic short-term hiring needs can be met by hiring employees who are paid at an hourly rate (with the exception of university faculty and some university staff who are normally paid on the basis of their university salary rates). The PI initiates the Appointment Recommendation form for short-term project employees being appointed on SDSU Research Foundation payroll. To allow time to resolve any unanticipated problems, the Appointment Recommendation form should be submitted to the appropriate HR business partner who assists with the appointment recommendation process and forwards for required approvals. This form should be submitted well before the employee is anticipated to begin working. The employee may not begin work until cleared to start by the human resources department.

v. Onboarding

Federal regulations require SDSU Research Foundation to use the E-Verify system to verify all newly hired and re-hired employees are eligible to work in the United States. Further, CSU policy requires background checks to be conducted on all final candidates for new hire.

Prospective employees must work with SDSU Research Foundation Human Resources to complete the necessary new hire forms on or before their first day of work to determine eligibility to work in the U.S. and complete the E-Verify process. Examples of acceptable identification for the completion of new hire forms can be found at http://www.uscis.gov/i-9-central/form-i-9-acceptable-documents..

vi. Student Exemptions

Under federal law, full-time students employed by a university or a university auxiliary are exempt from paying social security taxes. To qualify for this exemption, a student employee must be:

• regularly enrolled in and currently attending classes at SDSU (including summer term if a summer exemption is sought)
• during the academic year, carrying a minimum of six (6) units for undergraduates, and five (5) units for graduate students (enrollment in Thesis 799A is considered full-time for master’s degree candidates; enrollment in Thesis Extension 799B or Comprehensive Examination Extension 799C is considered half time for master’s degree candidates)
• working 20 hours or less per week total, in all campus assignments combined and
• paid at a student classification wage rate.

Individuals who meet all these criteria should be classified for payroll purposes as students. Student employees are appointed by using the Appointment Recommendation form in the same manner as described in the preceding section for hourly employees.

vii. Additional Employment

1. Additional Employment: The hiring of CSU staff or faculty by SDSU Research Foundation is restricted and controlled by the Additional Employment policy and regulations of the CSU. Additional Employment is a method by which a university employee (usually a faculty member) may receive direct payment of salary for services related to a sponsored research project. The guidelines are complex and subject to further restriction by the funding source. Contact the SRA grant specialist for assistance in this area.
2. Reimbursed Time: Reimbursed time is the mechanism whereby SDSU Research Foundation reimburses the university for a portion of an employee’s regular position, up to full-time, for work that is outside the employee’s regular work assignment and compensated from a different source (usually sponsored research). The grant purchases a certain percentage of a faculty member’s time to work on a sponsored project, and their instructional assignment is reduced accordingly.
   
   The faculty member’s university department initiates the reimbursed time appointment on a Grant and Contract Workload form. This form is forwarded to the SRA grant specialist for review and approval after all university-required approvals are obtained. The SRA grant specialist evaluates the current appointment and reviews and approves the funding commitment. This process is performed for fall and spring semesters during the academic year.

viii. Effort Reporting

See II.J.4. for details of the effort reporting policies and procedures.

ix. Employment of Relatives

Employees’ relatives will not be eligible for employment with SDSU Research Foundation where potential problems of supervision, safety, security, morale, or potential conflicts of interest exist. SDSU Research Foundation will not hire relatives of present employees if the individual(s) work in a direct supervisory relationship. For purposes of this policy, “relatives” include a spouse, domestic partner, child, parents, siblings, in-laws, parents, step-parents, step-siblings, step-children, or any person involved in a legally binding guardianship, romantic relationship with the employee, and/or residing in the home of the employee.

If two employees become subject to the restrictions of this policy after they are hired, one or both employees must notify their project director and Human Resources immediately for review.

SDSU Research Foundation reserves the right to determine if other relationships not specifically covered by this policy represent actual or potential conflicts of interest as well. Where SDSU Research Foundation determines that the relationship between two employees presents an actual or potential conflict of interest, SDSU Research Foundation may take appropriate action which includes, but is not limited to transfers, reassignments, changing shifts, or if necessary, possible termination of employment.

Any project, department, or agency that would like to employ relatives must provide written justification to Human Resources for seeking an exception to this policy, which must include at least the following:

• What efforts have been made to recruit employees who were not related,
• How each related person’s background is unique and related to the positions that are to be filled,
• What safeguards will be put in place to eliminate any potential problems of supervision, safety, security, morale, or potential conflicts of interest.

Providing such a written justification does not guarantee that relatives will be employed by SDSU Research Foundation in the positions requested by the project, department, or agency. If an exception is approved, an Employment of Relatives Exception Request memo must be completed and attached to the appointment form before the relative begins work.

x. Evaluating Independent Contractor vs. Employee Status

When considering hiring an independent contractor, forward a fully completed Independent Contractor Pre-Selection Checklist, a scope of work statement, and an Independent Contractor Disbursement Authorization Request and Agreement form to the SRA grant specialist for approval prior to the performance of any services. SDSU Research Foundation will carefully review the proposed independent contractor agreements prior to approval. Accordingly, SDSU Research Foundation Human Resources makes the final determination regarding independent contractor status or employee/employer relationship. No work may be performed until approval is confirmed. If the work does not qualify as an independent contractor, the individual must be hired as an employee to perform the work.

Consulting arrangements in excess of $5,000 and/or a specified contract period of greater than three months may require a consultant agreement in addition to the independent contractor form. The SRA grant specialist will determine if a consultant agreement is needed.

Upon completion of work or as determined by the independent contractor agreement for an approved independent contractor, an original invoice is submitted to the SRA grant specialist for approval and then forwarded to Accounts Payable for processing.

Note: Only individuals, sole proprietors, and partnerships should complete an Independent Contractor form. Corporations are not considered independent contractors.

Under no circumstances may SDSU Research Foundation engage a current employee of SDSU, or the SDSU Research Foundation as an independent contractor.

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