Resources for Supervisors and Managers

Today’s supervisors wear many hats. At the University Corporation, effective leadership includes:

• Providing organizational insight and clearly communicating expectations, priorities, and changes
• Coaching and mentoring employees to support growth, learning, and career development
• Offering timely, constructive feedback that builds awareness and improves performance
• Setting annual performance and development goals that strengthen individual contributions and advance organizational success
• Exploring new and creative learning approaches, including technology-enabled tools and training

Human Resources is here to partner with you on both short-term needs and long-term goals — for you and your staff. We encourage you to take full advantage of the services and resources available to managers and supervisors across the organization.

Supervisors and managers are responsible for understanding and applying labor laws that impact employee pay, scheduling and working conditions. These resources provide guidance to help ensure compliance and support fair, consistent practices across the organization.

• Minimum Wage
  Learn about current federal, state and local minimum wage requirements that apply to University Corporation employees, including updates that may affect hiring, budgeting and payroll decisions.
• Overtime
  Understand overtime eligibility, calculation rules and approval requirements to ensure employees are compensated accurately and in compliance with applicable labor laws.

The University Corporation is committed to the personal and professional growth of our employees. As part of the CSU community, we value lifelong learning and provide opportunities for staff to build new skills, deepen expertise, and advance their careers.

Compliance Training (Required)

Supervisors and employees may be required to complete the following trainings, depending on the role:

• Data Security and FERPA
• CSU Discrimination, Harassment and Retaliation Prevention (Supervisors and Non-Supervisors)
• Injury and Illness Prevention Program (IIPP)
• Mandated Reporter of Child Abuse
• Searches and Recruitment (Search Committee members)
• Gender Equity and Title IX
• Safety in the Workplace During COVID-19
• Hazardous Communications
• Understanding the Clery Act

Employees have access to free online professional development courses, books and videos through SumTotal. Topics range from customer service and communication to leadership development, IT and professional certifications.

Featured Learning Opportunities

• CSU’s Got Talent Sessions (2023)
• Supervisor/Manager Training Bundle
• Return to the Workplace: Supporting Employees
• Work/Life Balance Bundle
• Building Effective Teams
• Communication Best Practices
• Administrative Support: Developing Your Essential Skills
• Effective Team Communication

Thoughtful onboarding sets the foundation for employee success. As a supervisor, you play a key role in welcoming new staff and helping them feel prepared, supported and connected.

Onboarding goes beyond orientation — it introduces your new employee to your department’s culture, expectations and resources, helping them become productive more quickly.

Before Your New Employee Arrives

• Ensure workspace, equipment, system access and email are ready
• Notify your team and share the new employee’s role and reporting structure
• Identify and schedule required training for the first weeks or months

First Week of Employment

Make the first impression count:

• Greet your new employee on their first day
• Introduce them to colleagues and key partners
• Review job responsibilities, department goals and relevant websites
• Arrange a tour of the work area and shared spaces
• Confirm access to tools, systems and safety information
• When possible, assign a mentor inside or outside the department

Orientation and Review Period (First 90 Days)

The first 90 days are a critical time for learning, relationship-building, and performance alignment.

• Set clear expectations and job goals
• Schedule weekly or biweekly one-on-one check-ins
• Provide regular feedback and coaching
• Encourage connections across departments

Recognition reinforces positive behaviors, strengthens engagement, and builds a culture of appreciation. Even small gestures can have a meaningful ripple effect across teams.

Ways to Recognize Employees

• Acknowledgment during a staff meeting
• A handwritten card or thank-you note
• A small token of appreciation (CSUMB tote, movie passes, etc.)
• Inviting strong performers to serve as mentors
• Sharing appreciation with senior leadership (copying the employee)
• Coordinating lunch for remote employees
• Highlighting achievements on a department website
• Writing a LinkedIn recommendation
• Providing a formal letter of appreciation for the personnel file
• Creating a framed award or certificate

Guidelines for Meaningful Recognition

• Be genuine: Give recognition your full attention
• Be timely: Acknowledge contributions as soon as possible
• Be specific: Clearly describe the accomplishment and its impact
• Make it an event: Don’t mix recognition with unrelated business
• Keep it right-sized: Match the recognition to the contribution
• Personalize when possible: Not everyone prefers public recognition

The University Corporation uses Trakstar to support a more people-centered approach to performance management.

Trakstar enables:

• Real-time feedback
• Goal setting and tracking
• Automated reminders and workflows
• Performance data to support training and succession planning

Additional Performance Resources

• Student Employee Performance Guide
• Annual Review Timeline

Confirm funding availability by reviewing the grant or department budget.

If funding is available:

Proceed with the hiring process.

If funding is not available:

Consult with Sponsored Programs Office (SPO) or Post Award regarding possible budget revisions before moving forward.

Identify Position Type

Determine whether the position is non-benefited or benefited, as the process differs.

This applies to faculty and staff with additional employment, as well as students and temporary employees.

Notify Human Resources

Email Corporation HR with the following information:

• Employee name
• Whether a background check is required based on scope of work
• Employee email address
• Start date (ideally the first day of a pay period)
• Department and job title

Onboarding Initiated

Human Resources will send an onboarding email directly to the new hire.

Determine Background Check Requirement

• Required: If the position involves working with minors, elders, or sensitive information (per CSU policy)
• Not required: If the position does not involve these responsibilities

Note:

• The Corporation does not require Live Scan; however, some grants or MOUs may require it.
• Background checks are not required for additional employment.

Complete Onboarding Requirements

The employee may not begin working until all onboarding steps are complete, including:

• Form I-9
• Background check (if applicable)
• Required document acknowledgements

Submit Employment Status Form (ESF)

Submit the completed ESF to Corporation HR.

Welcome and System Access

Once onboarding is complete and the ESF is processed:

• The employee will receive a Welcome email with ADP access
• The supervisor will be copied on the email

Part-time regular employees work 30 to 39 hours per week, while full-time regular employees work 40 hours per week.

Request to Recruit (RTR)

Complete the Request to Recruit and finalize the job description, including:

• Classification/grade
• Work location

Funding Approval

Human Resources routes the RTR to Post Award and/or the Executive Director for funding approval.

Recruitment Process

• HR works with the hiring manager to establish a priority screening date and committee members
• Position is posted

Selection and Contingent Offer

• Following interviews, the candidate is selected using a candidate narrative
• HR sends a contingent offer email outlining background and reference check requirements

Pre-Employment Requirements

The employee may not begin working until all of the following are complete:

• References
• Background check
• Form I-9
• Signed offer letter
• Required document acknowledgements

Formal Offer Letter

Once references and background checks are completed, HR issues the formal offer letter.

Submit Employment Status Form (ESF)

Submit the completed ESF to HR prior to the employee’s first day.

Employee Credentials and Onboarding Support

HR provides the hiring manager with:

• Employee email address
• Otter ID
• Employee ID
• Onboarding checklist to help prepare for the employee’s first day

Welcome and System Access

Once onboarding is complete and the ESF is processed:

• The employee receives a Welcome email with ADP access

The supervisor will be copied