CHRS Security and Training

• Requester's Information
  The REQUESTER'S INFORMATION on the CHRS Security Authorization form is the Person receiving the security access to CHRS.   All information is necessary for granting access. This will include employee (ee) name, ee department, supervisor/manager information.  This will be populated automatically using the employees Campus Solutions ID #.
• Access Status and Effective Date

  The ACCESS STATUS indicates the action to be taken with this form and the effective date of the action:

  • New – New access being requested – the requester does not have access to the CHRS. 
  • Change – Requester has access, but needs to change roles or departmental access.  Each form supersedes any previous forms, so all permissions required need to be noted on the form. 
  • Delete Access – Check this option when an employee no longer needs the CHRS security access.
  • Suspend Access – If an employee will be off campus for a length of time, their access needs to be suspended.  Examples would be Leave without Pay, Suspension, etc.  Fill out the 'from' and 'to' dates for the suspension and include all permissions required upon return.
  • Temporary – if this is a situation where the employee will need to temporarily retain current access as well as their new departmental access.  It will need to be clear which departments are temporary and there will need to be an end date.
  • Appropriate effective dates will be entered based on the Access Status selected
• Role Access

  This ROLE ACCESS section indicates the type of information the requester needs to see to perform their job.   It includes CHRS security roles for performing specific HR functions.

  1. Job Data Only– This level of access includes Person Organizational Summary, “Staff, Faculty and Student” Job Data, Position Data and various position and job views.
  2. Student Attendance Clerk– Ability to monitor/view time, manage exceptions, and run reports for student employees. Responsible for providing accurate attendance reporting for student employees and following the campus Student Employee Policies and Procedures and working with students and supervisors to have time entry and approval completed by scheduled due dates. This includes monitoring and maintaining accurate student employee appointment information such as pay rates, job codes, funding sources, positions, eligibility, and status. Includes access as Time and Labor Timekeeper and Reports-To Maintainer for Student positions.
  3. Main Attendance Clerk– Ability to view and monitor Main Payroll/Attendance. Responsible for providing accurate time and attendance records to the Payroll Office in accordance with attendance procedures by scheduled due dates. Duties include performing as a liaison between the Payroll Office, employees and/or department heads to correct or clarify attendance and job records. Includes access as Absence Management Timekeeper, Time and Labor Timekeeper, and Reports-To Maintainer for Staff and Faculty positions. 
  4. Temporary Academic Employment (TAE)– Faculty and ISA appointment processing-Ability to create appointments for Unit 3 & Unit 11 employees and view the status of submitted appointments.
  5. Staff Positions-Is the requester a part of a special staff group (listed below)?  All necessary access is included in these roles, and initially, this may be all the requester needs. (* denotes confidential data included) 
     1. • FAAF Staff*
        • FAID Staff
        • Financial Services
        • Personal (PCE Admin or VPSA Office) *
        • President's Office*
        • Risk Mgmt Staff*
        • University Police Dispatcher*
  6. Additional Roles:  If you have other needs for access in your area, please contact  HRSecurity@csuchico.edu.
• Departments Requested

  On page 2 of CHRS Security Authorization form under DEPARTMENTS REQUESTED, indicates the Departments the requester will have access to for the specific roles requested.

  Department Requested

  1. Departments Requested– List here all departments that the requester will need to view in general.  Security is granted based on Security Department Tree (see below), if access is requested to a department that is superior to others, the requester will receive access to all subsequent departments. If the requestor is Student AC or Main AC, they will by default get that access to these departments for Time and Labor and Absence Management.  We will need to then know if there are department needs that do not follow the Department Tree logic. 

  Security Department Tree

  When selecting Department access refer to Department Tree report which can be accessed from Insight in the CMS-PeopleSoft Access folder.   If you do not have access contact HRSecurity@csuchico.edu.

  For information on how security works with the Department tree, see HR Security and the Department Tree.

• Certifications and Signatures

  The Certification and signature section is used to ensure that you understand what you are requesting and your supervisor agrees that you need this access.

  • Signatures – Up to four signatures are required for each access request, the requester, their supervisor, the MPP for the departments and the HR Data Owner (HRIS will obtain this final signature).  If the supervisor is the MPP for the department, they do not need to sign twice.

  CHRS Security Authorization forms are good for two months to allow for compliance training to be received by the requester.  If the requester is not able to complete training within two months, a new form will have to be completed.

More Information