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. 
• What is changing?
  • The online recruiting processes for faculty and staff are changing. Tenured/Tenure-Track recruiting will move from Interfolio to the new system; Lecturer recruiting will become more automated; Staff recruiting will move from PeopleSoft HR to the new system.
• How will my job be impacted?
  • The impact to employees will vary depending on their role. The employees below are those most impacted as the processes for these aspects of recruiting will change:
    • Employees who initiate recruitments for faculty or staff
    • Hiring managers
    • Search committee members
    • Recruiters
    • Current employees who apply for jobs
• I heard Interfolio is going away. What happens to RTP?
  • Only the Faculty Search portion of Interfolio will be replaced. RTP functions in the eFaculty (Interfolio) system will remain as is.
• Why do we have to change?
  • The CSU has directed all campuses to move to the new recruiting system in order to streamline processes across the system. This will also help us streamline processes on campus and make them more consistent. In addition, the current functionality in PeopleSoft HR is old and no longer supported. It must be replaced.
• What are the benefits of the new system?
  • These are just a few of the benefits of the new system:
    • Mobile application capability
    • Online screening of candidates
    • Online offer process - candidate can accept or decline online
    • Custom portals for recruiting and onboarding
    • More automated communication to the candidate, the recruiter, and search committee
    • Ability to set up interviews online that will show on the candidate’s recruiting portal
• 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.
• When do we have to start using the new system?
  • The campus went live on July 8, 2020.
• Does this replace SJSU @ Work or MySJSU?
  • No. It replaces the Recruiting functionality in SJSU @ Work but the rest of the system remains as is.
• Will there still be jobs posted that are only for current SJSU employees?
  • Yes. There will be an internal applicant login that will show those jobs, in addition to all other open jobs.
• Do I have to submit a security form to get access to the system?
  • No. Names of those who complete training courses will be forwarded to the CMS Security Team and no additional paperwork will be required. Additional access is granted automatically when a person is connected to a recruitment.
• Will I have to connect to VPN in order to connect to CHRS Recruiting?
  • No. You will need to use your SJSUOne ID and password to log in but VPN will not be necessary.
• 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.

Training

• How do I get training?
  • Visit CHRS Recruiting Training for information courses and how to enroll. If there are no courses available when you need training, please email chrs@sjsu.edu.
• Do I have to take all the training classes?
  • No. You only need to take the training that’s relevant to your job. Please see CHRS Recruiting Training for details on each course.
• Can I retake a training class I already took?
  • Yes. Email chrs@sjsu.edu for assistance.
• I’m on a search committee; is there training I should take?
  • Training is not required but we do recommend taking some training. See Faculty Search Committees or Staff/MPP Recruitment Committees for more information.

Procedural

• Will I be able to screen candidates online?
  • Yes! Online screening is one of the benefits of the new system. Training and documentation will be made available to learn how to use this functionality.
• 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.
• Do all Temporary Faculty need to be processed through this system?
  • No. You should NOT use CHRS Recruiting to rehire a temporary faculty member when the following conditions are met:
    • The temporary faculty member has a break in service of less than 12 months; AND
    • You are rehiring them into the same position.

    
    In these situations, use the standard method of rehiring temporary faculty.

    Please note, you MUST use CHRS Recruiting to rehire a temporary faculty member when the following conditions are met:
    • The temporary faculty member has a break in service of 12 months or more; AND
    • You are rehiring them into the same type of position (e.g. lecturer).

    
    As a reminder, if you are hiring a temporary faculty member into a new department/position, you must use CHRS Recruiting as this is a considered a new appointment (concurrent hire).

• Do I still send the same paperwork to UP for faculty hires?
  • The majority of the paperwork is the same. However, the SC1 is no longer required. Please see Preparing and Extending the Offer - Faculty [pdf] to learn how to prepare the packet.
• 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.