CHRS Recruiting FAQs

General

• What does CHRS stand for?
  • CHRS stands for Common Human Resources System. In the next few years, all functions currently managed in SJSU @ Work (PeopleSoft HR) will be merged into one consolidated systemwide HR database, CHRS. CHRS Recruiting is the first module of the consolidated system to be implemented. 
• I’m a current employee, will I apply for other jobs on campus through this system?
  • Yes. Current faculty and staff should use the Employee Jobs Portal to apply. You can find a tile for this portal on one.SJSU.
• I already know who I want to hire for a lecturer position. Do I have to use the new system?
  • Yes. All new lecturer hires must go through CHRS Recruiting. However, you have the flexibility to skip some of the recruitment process steps in order to expedite the hire.
• If I’m going to be out of the office for an extended period of time, can I assign a proxy to manage my approvals for me?
  • No. The system does not have functionality for backup or proxy approvers. Please ensure staff in your office who create job cards are aware of who your backup should be so they can edit the information on job cards submitted in your absence.

Procedural

• Will I process Temporary Faculty rehires through this system?
  • No. At this time the temporary faculty rehire process is not changing. 
• Can I process Special Session faculty through this system?
  • No. The Special Session faculty process is not changing.
• How will I know I need to approve something in the system?
  • You will receive an email notifying you that something needs to be approved.
• I selected the approval process on the Job Card but all of the names didn’t show up. What do I do?
  • Check the position data in PeopleSoft. Typically this happens because the position does not have a position in the Reports_to field or the position in that field is vacant. Take the necessary steps to update the position in PeopleSoft (Position Management Action Form [DocuSign] ) and manually enter the names of the individuals who should approve.
• Can I send emails from the system using my own email address?
  • No. At this time @sjsu.edu may not be used in the system. Emails sent from the system must come from noreply@calstate.edu.
• How do I put a candidate on hold during the recruitment process?
  • For staff and MPP recruitments you can move the candidate to the Hold status.
    For faculty recruitments you can keep the candidate in their current status and move them forward (or out of the process) when you’re ready.
• Are the steps for faculty and staff recruitments the same?
  • No. Please see the applicable job aid for more information on the recruitment process for each type of recruitment:
    • Recruitment Process Step by Step - Part-Time Temp Faculty [pdf]
    • Recruitment Process Step by Step - Staff & MPP - (not UPD) [pdf]
    • Recruitment Process Step by Step - Staff & MPP - UPD [pdf]
    • Recruitment Process Step by Step - Tenured, Tenure-Track and Full-Time Temp Faculty [pdf]
    • Recruitment Steps - Faculty Part-Time Temp Concurrent (Fast Track) [pdf]
    • Recruitment Steps - Faculty Part-Time Temp New Hire (Fast Track) [pdf]
    • Recruitment Steps - Part-Time Faculty (Fast-track) [pdf]
    • Recruitment Steps - Faculty Part-Time Temp [pdf]
    • Recruitment Steps - Staff & MPP [pdf]
    • Recruitment Steps - Tenured/Tenure Track/Full-Time Temp [pdf]
    • Recruitment Steps - UPD [pdf]
• Can I start the recruitment process without a position number?
  • No. You must have an up-to-date position number before initiating a recruitment in the system. See Initiate Recruitments for more information.

Help

• How can I get help if I get stuck?
  • • Email hr-info-systems@sjsu.edu for help with system processing.
    • Email chrs@sjsu.edu for general questions.