CHRS Recruiting system includes approval processes that are developed by campuses. Approval processes are linear; each approver receives a request for approval after the previous approver has approved.
The following items have approval processes:
- Position descriptions
- Job requisitions
- Offers
Approval Process Workflow
- The requester submits the position description, job requisition, or offer for approval.
- The reviewer receives an email, and chooses whether to approve by email (email approval not supported at all campuses) or through the CHRS Recruiting system.
- If the reviewer chooses email, then the reviewer approves.
- If the reviewer chooses to go into CHRS Recruiting, the reviewer can approve or decline.
- If approved, the process moves to the next approver in the process (if there is one) or to the end.
- If declined:
- The approver provides a reason.
- The approval process ends.
- The position description, job requisition, or offer is updated and resubmitted for approval.
How to Select an Approval Process
- Regardless of which type of item you need to have approved, approval process selection is the same.
Complete an Approval
- If you are an approver for a position description, job requisition, or offer, you will receive an email notification to approve the item. For example, the message might read: “A position description Custodian - position description Number: 155 has been allocated to you for approval.”
- You may also see a notification on your dashboard tile that the item is awaiting your approval.
- Examples of notifications on Dashboard tiles:
How to Approve via Email
Not all campuses allow approval via email. Offer approval via email is NOT supported.
If your campus allows Job or Position Description approval via email, use the following procedure:
- Click to Reply to the email notification.
- Type Approve in the body of the reply email. The word “Approve” (without quotes) is the only valid response. Capitalization does not matter.
- Send the email.
How to Complete an Approval in CHRS Recruiting
- Job approvals and Offer approvals differ slightly from Offer approvals. Use the following procedure to complete an approval for job requisitions and offers.
Check the Approval Status
- After you send an item out for approval, you might want to check back to see whether the approval process is progressing.
- You can search for items by their approval status.
- Approved
- Declined
- Pending approval
How to Check a Job or Position Description that is Pending Approval
Replace an Approver
- If an approver is unavailable or unable to perform the approval function, the approval step needs to be reassigned to a new approver. However, after an item is submitted for approval, only Configuration Administrators, Recruiters, and Department Administrators can replace an approver.
How to Check an Offer that is Pending Approval
Cancel an Approval Process
- If a user submits an item with the incorrect approval process selected, the approval process must be cancelled. A Configuration Administrator, Recruiter, or Department Administrator can cancel and restart the approval process from the beginning.
Restart an Approval Process
- If an approval is declined, the approval process ends. After you address the concerns of the approver, a Configuration Administrator, Recruiter, or Department Administrator can restart the approval process from the beginning.
- Open the Job Card, Position Description, or Offer.
- Navigation will depend on the item you need to edit.
- Scroll down to the Users and Approvers section.
- Click restart. A pop-up requires you to confirm you want to restart the approval.
- Click OK.
- From the Approval process drop-down list, select the appropriate approval process.
- Use the Magnifying glass search fields to select the user for each role.
- Ensure that all approval steps have a user assigned. If the approval process is long, scroll down through all approval steps.
- Click Submit if you are ready to submit the Job Card, Position Description, or Offer Card for approval, or Save as Draft. When you click Submit, the first approver receives an email notification.
- If you select Save as Draft, your approval process selections are NOT saved. You will need to re-select the approval process and enter the users again before submitting.
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