Emergency Hire & Casual Worker Hiring Process - 02.20.20261

Sep 11, 2026

Emergency Hire & Casual Worker Hiring Process defines a structured, role-based workflow for an initial hire of emergency hires and casual workers. The process covers position number clarification, proposed position description approval, completion of the hiring exemption request, and job card setup in CHRS Recruiting. It includes candidate application and review steps, offer card creation and multi-party approvals, optional background check handling, and offer letter drafting, approval, and delivery. It also specifies follow-up communication, profile setup, onboarding paperwork and I-9 verification, signature collection via AdobeSign, and document filing with job status updates.

LanguageEnglish

CategoryResumes

FormatPDF

Pages1

AccessFree to download

Step-by-step Emergency Hire & Casual Worker Hiring Process

Request and approve position details

Build posting, manage applications, and make hiring offers

| Emergency Hire & Casual Worker Hiring Process | | | | | --- | --- | --- | --- | | Imporatant note: This process is only to perform an initial hire of these employee types. Please use the ePTF process to extend the appointment or perform other employee transactions. | | | | | Step \# | Responsible Party | Action Needed | Notes | | 1 | Hiring Department | Request position number to be clarified and activated by Budget. | | | 2 | Hiring Department | Submit proposed Position Description (PD) to Classification & Compensation for approval via email ([classandcomprequests@csus.edu](classandcomprequests@csus.edu)) . | Form can be found on Classification & Compensation website. | | 3 | Hiring Department | Complete Hiring Chill Exemption Request. | Please find latest version on Forms page
Be sure to use the "SA-Non-Recruited Temporary Staff Job Template" for the Job Card Template and "SA-Non-Recruited Job Approval Process" for the Job Card Approval process. Ensure the Recruitment Process is set to the "SA-Non-Recruited Temporary Staff Recruitment Process" and the application form is set to the "SA-Non-Recruited Position Application. "Advertisement Text does not need to be completed if this is a direct hire (no need for advertised recruitment) . | | 4 | Hiring Department | Once Approved PD and Position Number are obtained, start Job Card in CHRS Recruiting. | | | 5 | Hiring Department | Attach supporting documents | Examples: Approved PD, any other supporting documents requested. | | 6 | Hiring Department | Start job card approvals | Follow your internal business practice for approvals. | | 7 | Employment Services | Create posting and provide link to the department. | If this is direct hire, ensure "Hidden Job" box is checked before saving. If this is to be advertised, ensure advertisment text is correct and professional before posting position. | | 8 | Hiring Department | If this is a direct hire, send job posting link to candidate to complete application. If the job was posted as an advertisement, send advertisement link to whomever may be interested in the position and work with Employment Services team to invite potential candidates to apply. | | | 9 | Candidate(s) | Complete application. | | | 10 | Hiring Department | Conduct review of application(s) and interviews if necessary. | This is up to the department and determined by necessity. | | 11 | Hiring Department | Initiate Offer Card | Use the "SA-Emer. Hire and Special Consult. Offer Approval"approval process for Emergency Hires or the "SA-Non-Recruited Casual Workers" approval process for Casual Workers. | | 12 | Hiring Department | Approve Offer Card | This could be an internal budget approver or whomever your business process needs to see the final offer before it is sent to the hired employee. | | 13 | Classification & Comp. | Approve Offer Card | | | 14 | Employment Services | Initiate BG check if needed. Enter Type of hire (Emergency Hire, Casual Worker, Special Consultant) PIMS Action Reason Code and Probation Code into"Salary Notes" field. | Ensure proper Onboarding Form, Onboarding Portal, and Onboarding Workflow are used for new hires needing to complete Payroll paperwork and an I-9 Verification. | | 15 | Dir. Of Talent Acquisition | Approve Offer Card. | | | 16 | Budget | Approve Offer Card. | Ensure position data is correct. | | 17 | Employment Services | Draft offer letter once BG check is complete. | There are merge templates available in the CHRS Recruiting documents folder "SA-Sacramento >>> SA-Temp Staff Hiring" | | 18 | Employment Services | Approve Offer Card then send Offer Letter for Acceptance via CHRS Recruiting. | | | 19 | Employment Services | Send follow up email to Direct Hire and Department with Offer Letter and Position Description. | | | 20 | Employment Services | Key in profile and job data. | Use recruitment CHRS to CMS integration if desired. You could also pull new hire data from the "SA-Recent New Hire info report" in Legacy Re

FAQs

What is the purpose of the Emergency Hire & Casual Worker Hiring Process?

It supports an initial hire for emergency hires and casual worker employee types. Extensions of appointments and other employee transactions should use the ePTF process.

Which documents and approvals are required before an offer is issued?

The workflow requires approval of the proposed Position Description and completion of the Hiring Chill Exemption Request, then creation and approvals of the Offer Card across the responsible parties, including Classification & Compensation as needed.

What happens after background checking and offer letter drafting?

After any needed BG check, Employment Services drafts the offer letter, obtains approval, sends the offer letter for acceptance through CHRS Recruiting, and delivers it for signature via AdobeSign. The new hire then completes required onboarding paperwork and I-9 verification.

Sep 11, 2026

Upload by Riley West