CHRS Recruiting (PageUp) - Recruitment & Selection Guidelines

The following steps will guide you through the process of creating a requisition, submitting required documents, and extending a final offer.

For general information about CHRS Recruiting, please visit the CHRS Recruiting Homepage.

For an overview of the steps below, please view the End to End Recruitment Process Quick Reference (PDF).

ATTENTION:

Prior to initiating a requisition, please ensure that you have undergone training provided by a recruiter in Employment Services. It is essential that all individuals initiating requisitions are equipped with the necessary knowledge and guidance to navigate the process effectively.

For first-time search committee chairs, our recruiters are readily available to offer comprehensive training sessions. These sessions are designed to familiarize chairs with the system and clarify their responsibilities throughout the process.

Should you require any form of training or assistance, please feel free to reach out to Jenni Merlo at
jmerlo@csuchico.edu. 

Guides:

• Staff and MPP Requisition Process Instructions (PDF)
• Staff and MPP Screening Process Instructions (PDF)
• Staff and MPP Interview Process Instructions (PDF)
• Guide to Equity in the Hiring Process (PDF)

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• STEP 1: Position Number Update

  Position numbers are required to submit a requisition through the approval process. The information linked to the position number will automatically populate many fields on the requisition. Please note, any updates or new position numbers created will not be available in PageUp until the next business day following an overnight upload. For information on position management, please visit the University Budget Office website.

• STEP 2: Required Documents

  The department is responsible for submitting recruitment documents. Employment Services can help locate position descriptions, interview questions, and criteria from previous recruitments. The following documents are required for all recruitments:

  1. Staff Position Description(opens in new window) or MPP Position Description(opens in new window)
  2. Organizational Chart - Clearly showing the position under review
  3. Screening Criteria - Screening Criteria is created by the Hiring Manager and should be based on the stated qualifications on the position description
  4. Interview Questions - Include at least one question in your list of interview questions that focuses on creating a welcoming, fair, and respectful workplace for all individuals ( Samples available (PDF) (PDF))
  5. MPP Position Justification Form(opens in new window)- This document is REQUIRED when recruiting for an Administrator (MPP) position.
  6. Avoiding Bias in Hiring - Confirm all committee members you are considering have completed Avoiding Bias in Hiring training. To view when you last completed this training, login to CSU Learn(opens in new window), Select "Transcript", change the date range to "All" and look for the course title in your training transcript.
• STEP 3: Enter Requisition

  The department will enter a requisition through CHRS Recruiting (PageUp) using the Staff and MPP Requisition Process Instructions (PDF).

  Note: Prior to initiating a requisition, please ensure that you have undergone training provided by your assigned recruiter in Employment Services.

  The search committee is required to consist of at least three members, including one member from a different division. While additional members may be included, committees with more than three members may experience challenges with scheduling meetings and interviews.

• STEP 4: Vacancy Announcement

  Employment Services prepares the job posting using information from the approved position description. Once finalized, the position will post for the timeframe specified on the requisition, with a minimum of 14 days.

  Employment Services posts the position to the following:

  • Chico State Online Employment System
  • CSU Careers
  • Veteran Jobs in Government
  • Latino Jobs in Government
  • Asian Jobs in Government
  • Disability Jobs in Government
  • African American Jobs in Government
  • LGBTQ Jobs in Government
  • Women Jobs in Government
  • Retiree Jobs in Government
  • Native American Jobs in Government
  • CalJobs.ca.gov
  • Careers in Government

  Departments may elect to purchase additional advertising. See step 5.

• STEP 5: Additional Advertising

  Chico State is committed to an inclusive campus community and encourages search committees to make good faith efforts to attract a diverse applicant pool, including individuals who have been historically underserved.

  Employment Services posts all staff and MPP positions to the outlets listed in Step 4, Vacancy Announcement. Departments may expand outreach through additional advertising. Diversity focused advertising options are available on the Additional Advertising Sites webpage.

  Departments may elect to purchase additional advertising.

  The campus partners with JobElephant, which can provide quotes for additional advertising and place job advertisements on behalf of the department. Diversity site suggestions are available, please visit the Additional Advertising Sites webpage for more information. For more information, please contact our JobElephant representative Andy Boom at Andy@JobElephant.com, or reach out to your recruiter in Human Resources.

• STEP 6: Screening Process

  Employment Services screens applications for completeness and for minimum qualifications according to Classification Standards(opens in new window). Hiring Managers may request to screen applicants for minimum qualification. Applicants who do not meet minimum qualifications are notified.

  Note: Employment Services begins screening after the job closes or after the initial review date for positions that are open until filled. The Appropriate Administrator may extend the recruitment period to attract additional applicants or cancel the search if the applicant pool is insufficient in size or quality. A successful recruitment should result in a broad and diverse applicant pool. If a search is unsuccessful, the recruitment strategy should be reviewed and adjusted before reposting.

  Charge Meeting

  Before applicants are transitioned to the search committee for screening, a charge meeting with the recruiter is recommended but not required. This meeting allows the recruiter to connect with the committee, review system navigation, answer questions, and discuss best practices for the process. It also provides an opportunity for the search committee to ask the hiring manager additional questions related to the recruitment documents.

  Transition to Committee

  1. Employment Services transitions applicants in CHRS Recruiting.
  2. An email is sent to the committee with Staff and MPP Screening Process Instructions (PDF).

  Search Committee Screening

  1. Search Committee members individually screen the applications using established criteria.
  2. Committee reconvenes, identifies candidates to interview and the search committee chair completes the Applicant Screening Consensus form.
  3. Committee Chair submits the Applicant Screening Consensus to Employment Services through PageUp.

  Note: For certain positions, the committee must honor applicable collective bargaining agreement requirements pertaining to preferences to be afforded to qualified applicants currently employed in the CSU.

• STEP 7: Interviewing

  Employment Services

  1. Reviews the Applicant Screening Consensus and an email is sent to the Committee Chair with Staff and MPP Interview Process Instructions (PDF) and approval to move forward in scheduling interviews.
  2. Notifies applicants who were not selected for an interview.

  Search Committee

  1. Committee Chair will schedule the interviews.
  2. It's important to ensure that all applicants are given equal opportunities throughout the interview process. Per guidance from the Chancellor’s Office, all candidates are to be interviewed using the same method. They must be either all Zoom or all In-person interviews.
  3. As per the guidance from the Office of General Counsel at the Chancellor's Office, we adhere to a policy of not recording any interviews. In the event that a search committee member is unable to attend an interview, they will not be eligible to provide any comments or feedback regarding that particular candidate following the interview.
  4. When conducting interviews via Zoom, it is helpful to copy and paste each interview question into the chat as it is asked, giving the candidate the opportunity to read along. For in-person interviews, a copy of the interview questions should be provided to the candidate at the start of the interview. This will provide a more equitable interview process for those who find it easier to follow along by reading.

  Note: Effective January 1, 2018, California Law dictates that state and local government employers are prohibited from inquiring, or prompting applicants for employment about their salary history. Committees must refrain from inquiring or prompting applicants about their salary history throughout the recruitment process.

  If you have further questions, you may contact Employment Services(opens in new window) or refer to the following Technical Letters.

  • HR/Appointments 2017-01 (PDF)
  • HR 2017-16 (PDF)
• STEP 8: Final Candidate Selection

  Department

  Hiring Manager is encouraged, but not required to conduct a second interview with the top candidate(s) or follow the committee's recommendation.

  Notifies Employment Services of the selected candidate through the Staff and MPP Interview Process (PDF) instructions.

  Employment Services

  1. Reviews submitted interview summary form.
  2. Coordinates salary review with Director of Talent Management.
  3. Employment Verification — Employment relevant to the position will be verified for the previous five (5) years. Campuses may elect to verify employment beyond five years at their discretion. Campuses shall not include any questions or request for an applicant’s salary history. Employment verifications should be conducted by the Appropriate Administrator in the Department.

  Moving and Relocation

  Not all appointees or current CSU employees will be eligible for Moving and Relocation (M&R) allocations. The decision by an appointing authority (Hiring Manager) to offer a M&R allocation is discretionary and contingent upon the availability of funds and compliance with CSU policy, campus guidelines and approval authorizations. All such expenditures must be reasonable, necessary, and fiscally prudent.

  For additional information and process, please view the full Moving and Relocation Procedure(opens in new window) document and form.

• STEP 9: Contingent Offer of Employment
  1. Once salary is determined, an Authorization to Hire is sent to the Appropriate Administrator notifying them of the details of the selected candidate.
  2. Upon approval of the Authorization to Hire, the Appropriate Administrator or Employment Services will extend the contingent verbal offer of employment to the candidate.

  Note: Contingent offers can only be extended by the appropriate Administrator or Employment Services, without exception.

• STEP 10: Contingencies

  Once the contingent offer has been accepted, Employment Services will begin to clear contingencies required by the position (may require some or all of the following):

  • Background Check
  • Education Verification
  • Pre-employment Physical
  • Driver’s License Clearance

  Note: If you require more information, please visit the Background Check Procedures page.

• STEP 11: Formal Offer

  After all contingencies have cleared, the candidate will be given the formal offer of employment and a start date will be determined.

  Note: Formal offers can only be extended by the appropriate Administrator or Employment Services, without exception.