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.
1. From the Job Card, Position Description Card, or Offer Card, scroll down to the Users and Approvals section.
2. From the Approval process drop-down list, select the appropriate approval process.
3. Use the Magnifying glass search fields to select the user for each role.
4. Ensure that all approval steps have a user assigned. If the approval process is long, scroll down through all approval steps.
5. 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.
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.
1. Navigation: Log in to CHRS Recruiting, then click the link to open the approval, based on your role and the type of approval.
- If you have a tiled dashboard, click the tile link:
- If you have the Recruiter or Administrator dashboard, click the Manager Activities link for Offer approvals:
- Alternatively, open the Main Menu:
Then, select the navigation:- Manage position descriptions to approve a Position Description
- Approvals to approve a Job
- Offers to approve an Offer
2. On the Manage approvals page, click View next to the item that needs approval.
3. Review the item that needs your approval. Then scroll to the bottom of the window and click Approve or Decline.
- Approve: The page closes and the next approver receives notification. If you are the final approver, then the job creator receives notice that the job has been approved.
- Decline: You must specify a reason for declining, then click Submit. If you decline, you must provide a reason.
4. What happens next:
- Approved items await the next approver in the process.
- If you were the final approver, the approval status changes to Approved.
- If you declined the approval, the approval process stops. The requester can update the item and then resubmit for approval.
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
1. Open the Main Menu and select Manage Jobs or Manage Position Descriptions.
- Main Menu
- Manage jobs or Manage position descriptions
2. Search tools are available at the top of the page.
- On the Manage Jobs page Status field, select Pending Approval.
- On the Position Descriptions page Approval status field, select Pending Approval.
3. Click Search.
- All of your jobs that are Pending approval are listed.
4. Open the position or requisition.
- Click View or Edit.
5. Scroll down to the Users and Approvers section.
6. Review the approval process information. A You are here indicator shows the pending step of the approval.
How to Check an Offer that is Pending Approval
1. Open the Applicant Card of the applicant whose offer approval status you will review.
- The Applicant Card can be opened from the Job card or the Manage Applications page.
- Click the applicant’s name to open their Applicant Card.
2. Click the Offer incomplete link in the Applications area. The offer card opens.
3. Scroll down to the Approval process section of the Offer Card.
4. Review the approval process information. A You are here indicator shows the pending step of the 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.
1. Open the Job Card, Position Description, or Offer.
- Navigation will depend on the item you need to edit.
2. Scroll down to the Users and Approvers section.
3. Click Edit.
4. A window opens to edit the assigned approvers who have not yet approved. Click the eraser to remove an approver.
5. Click the magnifying glass to search for and select a replacement approver, or enter the replacement approver’s email address into the empty field.
6. Click Submit.
- The replacement approver appears in the Approval process.
- The new approver is notified when it is their turn to approve.
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.
1. Open the Job Card, Position Description, or Offer.
- Navigation will depend on the item you need to edit.
2. Scroll down to the Users and Approvers section.
3. Click Cancel.
4. A window opens to provide a reason for cancelling the approval process.
- Providing a reason is mandatory.
- Enter the reason, then click Okay.
5. The job card, position description, or offer card refreshes. Scroll down to the Users and Approvers section.
6. From the Approval process drop-down list, select the appropriate approval process.
7. Click the magnifying glass to search for and select each approver.
8. Ensure that all approval steps have a user assigned. If the approval process is long, scroll down through all approval steps.
9. Click Submit if you are ready to submit the corrected 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.
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.
1. Open the Job Card, Position Description, or Offer.
- Navigation will depend on the item you need to edit.
2. Scroll down to the Users and Approvers section.
3. Click restart. A pop-up requires you to confirm you want to restart the approval. Click OK.
4. From the Approval process drop-down list, select the appropriate approval process.
5. Use the Magnifying glass search fields to select the user for each role.
6. Ensure that all approval steps have a user assigned. If the approval process is long, scroll down through all approval steps.
7. 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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