Recommended By
Administration and Finance
Ruben Armiñana, President
Issue Date
Friday, June 19, 2015
Current Issue Date
Friday, June 19, 2015
Effective Date
Monday, June 1, 2015
Contact Office
Human Resources
Policy number
  1. Purpose
    The Policy is intended to ensure that Sonoma State University (“University”) attracts, identifies, hires and retains the most qualified applicants for open positions; complies with all federal and state laws regarding hiring practices and applicable collective bargaining agreements; identifies and approves appropriate funding levels for each position; and maintains confidentiality throughout the recruitment process.
  2. Scope 
    The Policy sets forth protocol for all University and Auxiliary Non-Faculty position openings.
  3. Introduction
    1. Equal Employment Opportunity: It is the goal of the University and its auxiliary organizations to provide an environment free from discrimination and harassment, including sexual harassment (Equal Opportunity is the Law). The University and its auxiliary organizations do not discriminate against eligible persons on the basis of age, race, sex, national origin, color, religion, sexual orientation/identity, marital status, genetic information, citizenship status, medical condition (including HIV/AIDS, pregnancy and childbirth), military or veteran's status, or ADA-protected disabilities when considering individuals for employment. No qualified person shall, on the basis of the above-referenced, be excluded from consideration for employment with the University.
    2. Confidentiality: To protect the privacy of candidates and to preserve the integrity of the recruiting process, all search committee members are required to maintain confidentiality throughout and after the conclusion of a recruitment. Discussing the process outside of the search committee jeopardizes the integrity of the search, and as such all information relating to the search may only be discussed with other search committee members, Human Resources (HR) or Administrators within the chain of command of the hiring department. Employees who violate this requirement for confidentiality may be subject to corrective action. False information from candidates or persons appointed to serve on the search committee should be reported to the search committee chair or Human Resources; however, the qualifications and experience shared by successful candidates during the recruitment process may be publicly shared following the search. Reference checks of candidates are also be considered confidential and are required before any offer of employment may be extended.  Reference checks may be conducted by members of the search committee other than the chair and are not limited to only those persons listed by the candidate.
    3. Employment of Relatives: No University employee shall vote, make recommendations or in any way participate in decisions about any employment–related matter which may directly affect the employment status or interest of an immediate family member. For the purpose of this Policy, “immediate family member” is defined by the CSU Nepotism Policy.
    4. Compliance with Collective Bargaining Agreements: It is the University's policy to adhere to all provisions specified in each of its applicable collective bargaining agreements.
    5. Additional Compliance: It is the University’s policy to adhere to all provisions specified by state and federal employment law. This includes regulations in Title 5 of the California Code of Regulations to govern the employment of State University personnel, as adopted by The Board of Trustees of The California State University. The Higher Education Employer-Employee Relations Act (HEERA) allows collective bargaining for most CSU employees. In the case of any conflict between Campus Administrative Policies (CAP) and the provisions of the appropriate collective bargaining agreement(s), the latter will prevail.
      Laws, regulations or codes of practice which should be referred to in conjunction with this policy: California Education Code; The Higher Education Employer-Employee Relations Act (HEERA); Title VI and Title VII of the Civil Rights Act of 1964, as amended, the Age Discrimination in Employment Act of 1967, Title IX of the Education Amendments of 1972, Sections 503 and 504 of the Rehabilitation Act of 1973, the Vietnam Era Veteran’s Readjustment Assistance Act of 1974, the Americans with Disabilities Act of 1990, the California Fair Employment and Housing Act, Executive Order 11246, as amended; Title 5 of the California Code of Regulations; CSU Management Personnel Plan (MPP); Memoranda of Understanding; and applicable California State University (CSU) Executive Orders.
  4. Policy: The University exercises good faith efforts to recruit a diverse group of applicants for all open positions and to provide equal employment opportunities to existing employees, as well as other applicants, regardless of age, race, sex, national origin, color, religion, sexual orientation/identity, marital status, genetic information, citizenship status, medical condition (including HIV/AIDS, pregnancy and childbirth), military or veteran's status, or ADA-protected disabilities.
    The University is committed to a fair and equitable hiring process which results in the most qualified candidates being considered. 
    1. Collective Bargaining Agreements (CBAs) dictate vacancy types that are required to post and those which may be exempt from posting requirements. Additionally, CBAs specify information to be included in vacancy announcements/job postings, as well as the duration and location for said postings.
    2. California State University System-wide HR Office provides a series of technical letters on Recruitment and Hiring Guidelines for MPP, Staff (Non-Represented and Represented) and Student Positions, outlining the recruitment and hiring recommendations that campuses are expected to incorporate into existing procedures.

      Faculty Representation on Administrative Appointment Committee, a Sonoma State University Policy, outlines faculty and student involvement in the recruitment and hiring process of MPPs.

    3. Additional information about the University’s recruitment procedures, including conditions that identify when a recruitment is required, the emergency hiring process, and when exceptions to this policy might apply, can be found in the more detailed HR Procedures.
  5. Responsibility: The Human Resources Office is responsible for implementing and ensuring adherence to this policy.  Exceptions are at the discretion of the President.