Management Position Program Hiring Policy

Constitution and Bylaws Committee, Human Resources

This policy establishes a transparent hiring process for management positions, ensuring compliance with regulations, equity principles, and strategic goals. It outlines structured recruitment, selection, and onboarding procedures while emphasizing diversity, fairness, and accountability. Regular reviews maintain alignment with best practices and institutional priorities.

Purpose of the Policy

The purpose of this policy is to ensure a transparent, equitable, and structured hiring process for management positions that align with the university’s mission, strategic goals, and commitment to diversity and inclusion. By establishing clear guidelines for recruitment, selection, and onboarding, the policy upholds best practices, regulatory compliance, and shared governance principles while fostering effective leadership and institutional accountability.

Definitions

Search Committee: A group of representatives tasked with overseeing candidate evaluation and selection.
Hiring Authority: The manager (MPP) is responsible for the position and authorized to make hiring, appointment, and fiscal decisions as defined by California’s Higher Education Employer-Employee Relations Act (HEERA).
Equity Advocate: A committee member responsible for promoting fairness and impartiality in the hiring process.
Onboarding: The process of integrating a new hire into the university, including orientation, training, and ongoing support.

Policy Details

1. Introduction and Scope
   1. The purpose of this policy is to establish a structured and transparent framework for hiring qualified management personnel who will uphold and advance the university’s mission and strategic objectives. Recognizing the critical role that effective leadership plays in fostering academic and organizational success, this policy is designed to ensure that hiring processes align with best practices, university policies, and equity principles.
   2. Management Personnel Program (MPP) refers to a classification of employees who serve in management, supervisory, and leadership roles. MPP employees are exempt from collective bargaining and have responsibilities that include policy development, program administration, budget oversight, and personnel management.
      1. MPP positions are categorized into four levels:
         1. MPP Level 1 – First-line supervisors and entry-level managers.
         2. MPP Level 2 – Mid-level managers with broader oversight.
         3. MPP Level 3 – Senior managers, including associate/assistant vice presidents.
         4. MPP Level 4 – Executive leadership, such as some deans, associate vice presidents, and vice presidents.
      2. MPP employees are subject to CSU policies rather than union agreements, and their employment is at-will, meaning they serve at the discretion of the CSU administration.
   3. The policy covers all stages of the hiring process for management positions, from position identification to onboarding, to support a robust, consistent, and fair approach to recruitment and selection.
2. Authority and Compliance
   1. The Human Resources department and designated hiring committees oversee the hiring process and maintain transparency and adherence to regulatory and policy standards.
   2. All hiring practices must comply with relevant federal and state regulations.
   3. University policies regarding hiring, anti-discrimination, and conflict of interest must be strictly followed, ensuring an impartial process that aligns with institutional values.
   4. Shared governance policies, resolutions, guidelines, and procedures must be upheld by involving diverse university community members, including faculty, staff, and students, in hiring decisions to maintain accountability and trust.
3. Position Identification and Justification
   1. The hiring authority shall conduct a comprehensive needs assessment to identify gaps in management and justify the need for a new or vacant position. 3.2 The hiring authority shall submit a detailed justification for the hiring to the Senate Executive Committee that includes:
      • An explicit description of the job’s responsibilities
      • Expected outcomes and measurable objectives.
      • An explanation of how the role supports the university’s strategic priorities.
        The Senate Executive Committee shall review and provide feedback on level 3 and 4 MPP position justifications within 2-4 (two to four) weeks. Level 1 and 2 MPP position justifications should be information items for the Senate Executive Committee.
   2. The hiring authority shall obtain approval from relevant oversight bodies, such as the Board of Trustees or senior administration, to ensure consistency with the university’s mission and resource allocation priorities.
   3. The hiring authority shall follow Human Resources procedures and paperwork regarding an MPP Position Description.
   4. The hiring authority may consider the option to engage a recruitment firm when the position requires specialized expertise or for roles with limited candidate pools.
4. Search Committee
   1. The hiring authority shall form a search committee with diverse representation, including:
      1. Chair:
         • A tenured faculty or an administrator at the same or higher MPP Level than the vacant position.
         • For MPP III and IV hirings a faculty member and an administrator shall co-chair the search committee.
      2. Membership:
         • Members appointed by the Senate Appointment and Election Committee (including elected members), Staff Council, Associated Students, and the administration.
         • Subject-matter experts appointed by the hiring authority.
         • A trained Equity Advocate (non-voting).
         • The composition of the search committee should ensure that administration-appointed and ex-officio members together do not constitute a majority for MPP III and IV hiring
         • If the Senate Appointment and Election Committee, Staff Council, or Associated Students are unable to make appointments to the committee within 2-4 (two to four) weeks, they shall inform the hiring authority in writing so that the hiring committee can consider executive appointments.
         • The Senate Appointment and Election Committee shall conduct a General or College Faculty election for MPP III and IV hiring.
   2. The university Human Resources shall provide mechanisms (e.g., via the Office of Diversity, Equity, and Inclusion) for training all search committee members.
   3. The search committee shall specify standardized procedures for screening applications.
5. Recruitment and Selection Criteria
   1. The search committee shall develop a recruitment plan outlining specific internal and external channels for reaching qualified candidates and create a public vacancy announcement.
   2. The hiring process will ensure that the position is advertised equitably in a wide variety of publications.
   3. To ensure transparency in the hiring budget, at the conclusion of the search, the hiring authority shall report to the Senate Executive Committee (SenEx) for level 3 and 4 MPP positions with a detailed breakdown of allocated funds for contractors and recruitment activities, including advertising, outreach initiatives, travel, and receptions.
   4. The position vacancy announcement shall include a job description and clear, role-specific qualifications based on required skills, competencies, and experience.5.5 Selection criteria shall align with essential competencies and skills.5.6 All qualifications and criteria shall be documented in the job description and screening materials to maintain consistency in evaluation.
6. Interview and Assessment
   1. The search committee shall develop an interview procedure to ensure a fair and thorough evaluation as equated to the job description.
   2. The search committee shall provide specific guidelines for candidate assessments.
7. Reference and Background Checks
   1. The search committee shall conduct reference checks for each final candidate, according to the Human Resources procedures and guidelines.
   2. Human Resources shall perform background checks according to the Human Resources procedures and guidelines.
8. Offer and Negotiation
   1. Hiring authority shall provide candidates with a detailed employment offer, such as salary and benefits.
   2. Hiring authority shall ensure transparency in salary negotiations, following the university’s compensation guidelines and allowing for equity adjustments where applicable.
   3. The hiring authority shall provide a defined timeline for offer acceptance and a clear process for negotiating terms within established university parameters.
9. Onboarding and Orientation
   1. Hiring authority shall facilitate a comprehensive onboarding program.
   2. Hiring authority shall designate department contacts responsible for the new hire’s orientation, providing support and mentorship during their transition.
   3. The hiring authority shall outline an integration plan, with milestones for performance reviews, feedback sessions, and role-specific training.
10. Policy Review and Amendments
    1. The Senate Executive Committee should schedule a review of this policy every five years to ensure that it remains aligned with best practices, legal requirements, and the university’s evolving needs.
    2. The Constitution and Bylaws Committee should solicit feedback from search committee members, Human Resources staff, new hires, and other interested parties to identify improvement areas and integrate suggestions.
    3. All amendments shall undergo formal approval by the University Senate and the President before implementation.

Related Policies:

Technical Letter HR/Appointments 2013-03: Recruitment and Hiring Guidelines for MPP and Staff (Non-represented and Represented) Positions https://www.calstate.edu/hradm/pdf2013/TL-APPT2013-03.pdf

History 

Constitution and Bylaws: 04/08/2025
Reviewed by University Senate: 05/13/2025
Approved by Provost/President: 10/28/2025