This guide shows you how to initiate a compliance review as a recruiter and complete a compliance review in the CHRS Recruiting system. This guide is for anyone who is involved in the compliance review process.
- The compliance review process is a process that can optionally be added on to the search committee review.
- The purpose of the compliance review is to audit the recruitment process to ensure that CSU policies and procedures are being followed by all parties.
- After reviewing the available information, the compliance panel members choose whether or not to endorse the process. In addition to process endorsement, the Approving Authority can re-order the search committee’s applicant rankings.
- For example: If the search committee ranked the applicants in this way:
- Candidate A 2. Candidate B 3. Candidate C
- The Approving Authority, based on the compliance panel findings, might reorder the applicants:
- Candidate C 2. Candidate A 3. Candidate B
- For example: If the search committee ranked the applicants in this way:
- Alternately, if the Approving Authority, after reviewing the compliance panel findings, does not endorse the process, then you can discuss remediation with the recruiting team.
- Compliance review setup:
- The job creator specifies the Compliance Panel Facilitator on the job requisition.
- During search committee review, applicants are ranked by the search committee.
- A selection report is saved to the job requisition.
- A decision is made whether or not to start a compliance review.
- Compliance review
- If a compliance review is started, the job status is changed to Compliance Review.
- The recruiter notifies the Compliance Panel Facilitator about the compliance review.
- The Compliance Panel Facilitator invites users to be on a compliance review panel and chooses the Approving Authority.
- Reviewers gain access to the Review screen, where they can make recommendations.
- The Approving Authority reviews the information and re-orders applicants accordingly.
- The Compliance Panel Facilitator notifies the recruiter when the process is done. Job status is changed.
- The recruiter continues with the recruiting process.
- Compliance review setup:
Assign a Compliance Facilitator
At some point, usually during job creation, the job creator assigns a user to be the Compliance Panel Facilitator on the job requisition. The Compliance Panel Facilitator is responsible for:
- Initiating the compliance review
- Selecting compliance panel members
- Selecting an Approving Authority
- Facilitating the compliance review process
- Open the job requisition.
- Scroll down to the Search Details section.
- Use the Magnifying glass search tool to select a user to be the Compliance Panel Facilitator.
Click Submit & Exit at the bottom of the page
Initiate a Compliance Review
Compliance review is not mandatory and is used only in special circumstances. For example, if it is requested by someone within the organization. If needed, the compliance review must happen after the search committee review.
At some point during the recruitment process, the recruiter can follow this procedure to initiate a compliance review.
- Open the job requisition.
- Scroll down to the Users and Approvals section.
- From the Recruitment Status menu, select Compliance Review.
- Click Submit & Exit. What happens next:
- You must notify the Compliance Panel Facilitator about the compliance review.
- The Compliance Panel Facilitator logs in to CHRS Recruiting system to manage the compliance panel.
Select a Compliance Review Panel
- If you are the Compliance Panel Facilitator, and a compliance panel has been requested, you log into the CHRS Recruiting system to invite compliance panel members.
- There are three types of panel members that you can add:
- Compliance panel member, who can:
- View documents
- View panel feedback
- Provide feedback
- Approving Authority, who can:
- View documents
- View panel feedback
- Provide feedback
- Re-order applicant rankings
- Compliance panel additional reviewer, who can:
- View documents
- View panel feedback
Follow this procedure to select a compliance review panel.
- Open the Main Menu.
- Click My search committee jobs
- Click Manage compliance panel for the applicable job.
- Use the Magnifying glass search tool to find the user that you want to invite to the panel.
- Select the Type of panel member from the list.
- Click Add.
- What happens next:
- Compliance panel members receive an email invitation to the panel.
- Compliance panel members review the applicants and provide feedback.
- Compliance Panel Facilitator guides the process to ensure it is done in a timely manner.
Complete a Compliance Review
The compliance review panel members access the search committee review page. After viewing the applicants, each panel member adds comments.
- If you are a compliance panel member, you complete the review when you are notified.
- If you are an Approving Authority, you complete the review and approval when the panel has finished making recommendations.
When the comments have been added, the Compliance Panel Facilitator notifies the Approving Authority. The Approving Authority reviews the input from the panel and then either endorses or does not endorse the process. Optionally, the Approving Authority submits an alternate ranking for the applicants.
When the Approving Authority is finished, the Compliance Panel Facilitator notifies the recruiter. The recruiter changes the recruitment status, and the process ends.
Follow this procedure to complete a compliance review.
- Open the Main Menu.
- Click Search committee review.
- Find the job for which you are a compliance panel member, then click Review process.
The Compliance Review page opens.
- Expand the sections by clicking the collapse and expand buttons.
- In the Details section, you can view the job and the applications.
- In the Comments section, read the other panel member’s comments and post your own.
- In the Compliance Panel member endorsement section, you can see who has endorsed the process.
- In the Your Endorsement section, add a summary statement and then select a response:
- I agree and endorse the recommendation.
- I disagree and do not endorse the recommendation.
- Click Submit recommendation.
- What happens next:
- Your comments and recommendations are posted for other panel members to view.
- Approving Authority communicates with the recruiter about the results.
- What happens next:
Approving Authority: How to Complete a Compliance Review
The Approving Authority, in addition to the standard compliance panel review sections, also has the ability to re-order applicant rankings in the Candidate Preferences section.
If you do not see the option to re-order the applicant rankings in the Candidate Preferences section, then either the search committee did not rank the candidates, or the search committee review has not been completed.
- Open the Search committee review page.
- Find the job for which you are a compliance panel member, then click Review process.
- In the Details section, you can view the job and the applications.
- In the Comments section, read the other panel member’s comments and post your own.
- In the Compliance panel member endorsement section, you can see who has endorsed the process.
- In the Candidate Preferences section, set the Application status filter to the status in which the candidates were reviewed by the search committee (in this example: Initial Review).
- Review the Panel recommendation column, which shows the search committee’s applicant ranking.
- In the Your recommendation column, enter your own recommendation for the candidate ranking (if available).
- In the Your Endorsement section, add a summary statement and then select a response:
- I agree and endorse the recommendation.
- I disagree and do not endorse the recommendation.
- Click Submit recommendation.
- What happens next:
- You inform the Compliance Panel Facilitator (by email, discussion, or any other method) that your review panel is complete.
- If you re-ordered the applicant rankings, these recommendations are recorded in the system and viewable by the search committee.
- There are no notifications, automatic status changes, or other actions that signify the end of this process. However, the information is recorded in the system.
- Discussions about what to do with this information happens outside the system.
- What happens next:
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