CHRS Knowledge Base

Create a Job Requisition

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Introduction

This guide is about how to create a new job requisition. The job requisition is sometimes called a job card. The process begins on the Select a template page. If you can select the job template and Position ID on this page, the requisition tab can be completed much more quickly because some fields will be pre-filled.

Process diagram

The following diagram shows the process that is described in this guide.

requisition process flow
  • Start by clicking the New Job link.
    • The Select a job template page opens.
  • On the Select a job template page the Campus Link is displayed.
    • The Campus Link filters the job card.
  • You complete the following fields:
    • Position: Position ID pre-fills some job card fields.
    • Campus: Campus filters the job templates that you can choose.
    • Job template: Job template fills job card fields.
  • You can then go to the job card, where you complete the Requisition Information form.
  • After you complete the job card, you can submit the job for approval.

Definitions

Term  Definition 
Job card 
  • The job card initiates a requisition with specific and relevant details of the job, posting language and requirements, and includes an approval process with notifications and alerts to approvers. 
  • With a unique ID to represent each requisition, it facilities central information collection and tracking. 
  • The job card also associates users to the requisition by their roles in the recruitment process, such as the Hiring Manager, HR/FA Representative (Recruiter), Search Committee Chair and other key team members.
  • A common job card is shared across the CSU system.
  • Job card is sometimes used to refer to the New Job page or the Requisition Information form.
Job template 
  • A template for pre-populating a Requisition Information form. Job templates add consistency to job creation and reduce the time for completing a Job Requisition Information form.
  • The job template saves time in job creation, as one only needs to provide specific details of the job, in a pre-established format that populates Job Card fields and advertising details. 
  • Template also provides a consistent job posting format. 
  • Each campus has its own library of job templates. 
  • When creating a new job, the Select a job template page opens first.
MPP 
  • Management Personnel Plan. The CSU MPP is an integrated personnel system addressing the employment rights, benefits, and conditions of those CSU employees designated as "management" or "supervisory" under the Higher Education Employer-Employee Relations Act (HEERA).
Requisition Information form 
  • An electronic form for creating a new job requisition. 
  • It is on the Position Info tab of the job card. 
  • The form facilitates the online collection of information relating to the job requisition. 
  • Fields are used to collect specific details of the job.
Position ID or Position number 
  • A unique number associated with a position that is generated in PeopleSoft. 
  • Position Numbers are attached to positions when they are imported from PeopleSoft into PageUp. 
  • Positions Numbers start with a campus 2-letter code.
    • Example: FL-00027198.
      • (FL is the campus code for Fullerton)
Requisition number or Job number 
  • Job number is a number assigned by PageUp. 
  • In CHRS Recruiting, it is referred to as a Requisition Number on the job card, but in PageUp, it shows up under Job Number on My Jobs.
  • The requisition number is generated automatically when you submit a requisition.
    • Example: 492649

Open a New Job

Depending on your campus and your role, there are several ways to get to the New Job page.

  • Hiring managers can use the New Job button on the Jobs tile on the Dashboard.
  • Users can use the New Job link on the Jobs page.
  • Anyone who has the ability to create a new job can access it through the Main Menu. When to open a New Job
  • You create a New Job to begin the process of recruiting for a position.

When to open a New Job

  • You create a New Job to begin the process of recruiting for a position.

Prerequisites and assumptions

  • Your user role is permitted to create new jobs. If you cannot access New Job in the Main Menu, then you might not have permission to create a job.
  • You know the Position ID of the job you need to create. The Position ID is the best way to quickly find and select the position.

How to open a New Job

Main Menu links depend on your job role and campus permissions.

  1. Open the Main Menu by clicking the menu icon.
  2. Select New Job
    • The Select a job template page opens
menu icon

Select a job template

  • The job templates are created by your campus administrators to simplify the process of completing the job card.
  • Job templates are usually created for jobs that are frequently recruited for.
  • Job templates provide:
    • Values for some job card fields
    • Recruitment process
    • Advertisement text
    • Approval process

When to select a job template

  • You are creating a new job.
  • An applicable template is available.
  • IMPORTANT: Position ID must exist in the system.

How to select a job template

  1. If the *Campus Link is not automatically filled, select your primary team.
  2. Enter the Position ID into the Position* field or use the Binocular search button to search for the position.
  3. Select your campus (if available). *Campus links filter the available templates.
  4. Select the template.
  5. Click Next.
job template fields example

Guidelines

  • If you are starting from a Position Description, the Select a template page is skipped.
  • In the Campus field, if you select --No *campus--, all job templates display.
  • If you click Next without completing the fields on the Select a template page, the job card opens with no template and no Position ID.
  • If you complete the Position* field on the Select a template page, some fields are pre-filled on the job card.
  • The Position* field values are provided by CHRS Recruiting system and are not editable.
  • The Position* field displays the Position title after you select a value.
  • If you paste the Position ID into the field, you must click the Binoculars or press Enter to ensure that the Position ID is entered properly. Confirm that the position is properly entered by checking that the blue box beneath the field displays the Position ID.

Position Search Guidelines

  • You should know your Position ID before you select a template. However, if not, you can search for it.
  • All Position IDs start with your campus code. Use your campus code to filter positions limited to your campus.
    • For example, if you are trying to find Safety Manager positions at Cal Poly San Luis Obispo, you might search for positions that start with Safety, and the Position ID beginning with SL.
  • After you click Next, you are on the Position Info tab of the job card.
    • The Requisition Information form is open.
example of search fields

Complete the Requisition Information form

The job card contains four tabs that store vital job information.

  • Position info – This tab displays the Requisition Information form. This page also includes the Approval process.
  • Notes – This tab is for saving and recording information about the job as it progresses through the recruitment process.
  • Posting – This tab shows where the job is posted or advertised to attract applicants.
  • Documents – This tab is used to store documents that are related to this job, such as position descriptions or other notes and files.
view of the 4 tabs

When to complete the Requisition Information form

  • After you select the job template.
  • When you need to create a job without a template.
  • After you recruit for a position description.

Prerequisites and assumptions

  • You entered a Position ID on the Select a template page.
  • You selected a Job Template.
  • You have the Position Info tab of the job card open.
  • If you did not select a template or provide a Position ID, you can continue, but you must manually enter data for all fields.
  • If you are recruiting from a position description, you bypass the Select a template page.
  • The Campus Link filters some of the data that is available to you on the job card:
    • Recruitment processes
    • Application forms

How to complete the Requisition Information form

1. Complete the fields on the Requisition Information form by using the following data tables and screenshots of form:

#  Field  Information 
1 Internal Team The internal team determines who has access to this job and its applicants.
2 Recruitment Process This is the recruitment process that the applicant goes through. Job template pre-selects the recruitment process. If this field is empty, select the applicable recruitment process.
3 Form Select the application form that applicants will see when they apply for this position. The Customize for Job button opens a window for adding job-specific questions to the application form.
4 Job 
Code/Employee 
Classification 		This field is based on the Position ID that you selected on the Select a template page.
You can expand the blue box to view the information about this job code.
5 *Salary Range/Grade The values for this field are filled from the Position ID. The range indicated is a system-wide range; campus ranges can be different.
requisition page fields
#  Field  Information 
1 Classification Title: 
  • This field is a place holder for the classification title to be merged into the offer letter at the offer stage. 
  • The field above, though having the exact same information, is not a merge-enabled field. 
  • Campus user has to copy the above field’s display and paste it into this field.
2 *CSU Working 
Title:* 
  • This field can be populated by the Position ID or by the job template.
  • This is the title that is displayed on the job posting.
3 MPP Job Code:
  • Enter the MPP Job Code.
  • The MPP Job Code is a four-character code, comprised of three separate elements that together identify an individual job (job family, function, and category).
4 *Campus* 
*Division:* *College/Program: 
*Department: 
  • Department Hierarchy is determined by each campus. 
  • These fields can be automatically completed by the Position ID (on the previous page) or by the job template.
  • *Campus* drives the approval process options.
  • These fields are hierarchical: The values available for each field are determined by the field value above it.
  • *Department contains the Department ID.
5 Requisition 
Number 
  • Leave this field blank. A requisition number is generated automatically.
requisition page fields 2nd part
#  Field  Information 
1 Position number
  • This field was completed when you selected the Position ID on the Select a template page.
  • If you select a Position ID on this page, it does not auto-complete fields on this page.
  • You can expand the blue box to view information about this position.
2 Type 
  • New or Replacement
3 New/replacement 
  • Enter a number into the New or Replacement field and then click Add to create multiple positions.
requisition page fields 3nd part
#  Field  Information 
1 *Reason:* 
  • Select a reason for the requisition from the menu.
2 *Justification for 
Position:* 
  • Include additional details about the reason. This field is used in reporting.
3 Previous/Current Incumbent 
  • Enter the name of the person who is being replaced for the benefit of the approver.
4 *Position Type:* 
  • Select the type of position. Examples: Staff, Visiting Faculty.
5 *Hiring Type:* 
  • This field maps to Empl_Class field in PeopleSoft via integration. 
  • Values to select are: 
    • At will
    • Emergency Hire
    • Immediate Pay
    • Intermittent
    • Probationary
    • Student
    • Temporary
    • Tenured
requisition page fields 4th part
#  Field  Information 
1 *Job Status:* 
  • Select: Emergency hire, per diem, temporary
2 *Time Basis:* 
  • Select: Full time or Part time
3 FTE 
  • Full-time equivalence: Enter a decimal value from 0 to 1. 
    • Example: 20 hours/week is 0.5 FTE.
4 Hours Per Week: 
  • Enter the number of work hours per week.
5 FLSA Status 
  • Select: Exempt, non-exempt, other
6 Position Location: 
  • This field is automatically completed by selecting the Position ID. It is not mandatory. 
  • The data come from PeopleSoft, Location field on Position Management.
requisition page fields 5th part
#  Field  Information 
1
  • Job Summary/Basic 
  • Function 
  • Qualifications 
  • Special conditions 
  • License/Certifications 
  • Physical 
  • Requirements:
  • These fields can be populated by the job template.
  • If not, then you can manually enter the data.
  • These fields are used in the job posting.
job details 1st section
#  Field  Information 
1 Job Duties 
  • To add job duties to the requisition:
    • Specify the % of time the position is required to perform this duty.
    • Type the duty in the Duties/Responsibilities field.
    • Specify whether the duty is Essential or Marginal.
    • Click Add.
  • If you started your job from a Position Description, the job duties are completed automatically.
2 Supervises 
Employees 
  • Indicates whether this position supervises employees. If so, list the titles that are supervised.
  • Note: currently there are two fields. 
    • Only use field #2 for new jobs. Field #1 will be deleted in the future.
job duties fields
#  Field  Information 
1 Mandated Reporter: 
  • General, Limited, May Be Considered, and None.
2 Conflict of Interest: 
  • Designates whether the applicant must complete a Conflict of Interests form.
3 NCAA 
  • If Yes, then campuses would need to provide language in Offer Letters via Offer Template for applicable NCAA appointments.
4 Is this a Sensitive Position?: 
  • This information is used in determining the appropriate type of background checks and new hire trainings. 
  • Use campus business process to synchronize this value with PeopleSoft. 
5 Care of People … Responsibility for use of commercial equipment 
  • Specific responsibilities are listed. For each item, select Yes or No.
position designation fields
#  Field  Information 
1 Benefit Eligible 
  • Whether or not the position is benefits eligible. 
  • This is typically known at the outset of a recruitment. 
  • If you have questions, ask your campus Benefits Officer (HBO).
2 Anticipated Hiring Range 
  • Use this field to specify the campus-specific salary range.
3 Budget/Chart/Account string: 
  • Help text below this field indicates what is needed.
4 Cost Center 
  • This field identifies the funding source. 
    • Example: 
      • General Fund or Grant. 
  • Usually, this field is pre-populated. If you change this value, ensure that the value is also updated in PeopleSoft.
5 Pay Plan: 
  • Select the applicable Pay Plan. Example: 10/10 months.
6 Pay Plan Months Off: 
  • If the Pay Plan field value is anything other than 12/12 months, you must specify which months are off.
budget details fields
#  Field  Information 
1 *Posting type:* 
  • Indicates what type of posting will be required. Direct = Emergency
  • Hire Posting for a direct appointment; Internal = Internal Recruitment Only, Open = Open recruitment
2 Review begin date: 
Anticipated start date: 
Anticipated end date: 
  • Click on the calendar to select applicable dates.
3 Apply for waiver 
Reason for waiver 
  • If you do not want to post the job, you can apply for a waiver of the campus posting requirement. Select Yes or No. If you select Yes, then type a reason for the waiver.
4 *Posting Location:* 
  • Specifies the campus site where this job should be posted. Make sure to select the correct campus.
posting details fields
#  Field  Information 
1 External advertising sources 
  • Select which external advertising sources to post the job to.
  • You can write in additional/other advertising sources if the correct ones are not listed.
2 Additional/Other 
Advertising Sources: 
  • If you plan to advertise externally indicate the advertising sources.
  • Use Field #2 only. Field #1 will be deleted as part of a field cleanup.
3 *Advertising summary:* 

*** Click HERE for the 
Standard Posting Template *** 
*** Click HERE for the 
Marketing Posting 
Template *** 
  • This field is used in the job posting. Use this field to provide a highlevel summary of the position.
  • When you click the HERE link, you download a document that provides standard posting or marketing posting templates. 
  • To use the template:
    • Download the document.
    • Navigate to the template for your campus.
    • Add the job-specific content.
    • Paste the content into the *Advertisement text:* field.
4 *Advertising text:* 
  • Enter the advertising text the way it should be presented in the job posting.
  •  Use the templates (above) to add structure to the text. 
  • If you edit and paste directly from the template documents, the table format is retained.
posting details 2nd part
#  Field  Information 
1 Search Committee 
Chair  		Search for and select a user who will be the Search Committee Chair.
2 Search Committee Members  Click Add Search Committee Member to search for and add search committee members.
3 Selection Criteria  Committee chair members assess candidates based on these criteria.
Selection criteria are filled by the Position ID and cannot be removed.
search committee fields
#  Field  Information 
1 Reports to Supervisor Name
  • merge field for communications
2 Administrative Support
  • A person who can assist or fill in for the recruiter or hiring manager as needed. 
  • The Department Admin needs to be able to see this job and its applicants. 
3 Additional viewers
  • If any additional viewers were added, they would be displayed here. 
  • You can add viewers to give them view access to the job requisition.
4 Hiring Administrator
  • The person requesting the position be filled and/or hiring authority for the position; typically responsible for supervision of the position.
  • Dependent upon campus policy may differ by campus
users and approvals fields
#  Field  Information 
4 Approval Process:* 
  • Requisition approval process.
    • Approval processes have been configured by your campus administrators.
    • You need only to select the appropriate approval process.
    • This process can be pre-selected by the Position ID or job template. 
      • You must specify users in each step of the approval process.
    • Important: This field is “sticky” in that it can retain the most recently used process from a previous job. 
      • Always confirm the approval process before submitting.
5 HR/Faculty Affairs Representative:* 
  • Person providing services to support the recruitment. This is the recruiter.
6 Recruitment Status:* 
  • Indicates the current status of the Requisition: ‘Draft’ = Not ready for approval ‘Pending Approval’ = Requisition has been submitted.
  • You can save a requisition as a draft.
approval process fields

Click Submit and Exit

  • The requisition approval process is launched.
  • If approved, you can then post the requisition.
  • If the requisition is not approved, you can make the requested changes (or accept the changes made by the approvers) and then restart the requisition approval process.

Saving a draft

  • Instead of clicking Submit & Exit, you can click Save a Draft if you need to work on the job requisition later without submitting for approval.
  • When you save the job requisition as a draft, your approval process is deleted.
  • Approval information is not saved to ensure that the approver list is current when you submit for approval.
  • When you save as draft, you must click OK to acknowledge that the approval process is deleted.
  • The job requisition is saved as a draft.
  • You can find the position description by searching for job requisitions with the Status of Draft.
example of OK button to acknowledge

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