Committee Chair - EEO

OnBase 22.1.20: Using a supported browser, you can log in to the OnBase Web Client using your Portal ID and password.

After logging in:

1. Select the Main Menu button.

2. Select the Open Workview option in the WorkView section.

3. Select the EAD EEO Faculty Search Document Review item in the Applications dropdown menu. 

4. Select the Create button and double-click the Faculty Search option to open the form.

You'll notice that the search is in Draft status. This allows you to save as you go or save and come back to the search, if needed. Selecting the Save icon at the top of the window will save your search when needed.

1. Fill out the required fields highlighted in red below. You cannot proceed with your search until you fill out the required fields.

Position Name
Department ID (select the Get Dept Info button to autofill Department Name and College)
Position Rank
EEO Review Term
EEO Review Year

2. To add Committee Members to the search, select the + icon in the Committee Members section. You must include at least three committee members in your search.

*TROUBLESHOOTING NOTE: If the Committee Members form window does not display (see image below), you may have to disable your pop-up blocker in your supported browser.

3. Select the Save icon to save the search.

Once the search information is entered on the form and the committee members are added, the search documents must be added to the search. There are five required documents for Part 1 that must be uploaded: Applicant Screening Master Tracker, Evaluation Scoring Metrics-Secondary, Initial Screening, Position Announcement, Recruitment-Advertising Plan.

1. Select the Documents button followed by the Upload option.

2. The Import window opens. Select the Choose File button in the upper left and select the file from your computer. To the right you'll see the words Pending Import display. Using the Document Types drop down menu, select the document type that matches the file you uploaded. Only select documents for the current part of the process the review is in (e.g. do not upload Part 3 documents during Part 1, etc.). Next, select the Import button in the bottom right to perform the import. You'll see the document is now Imported Successfully. (Repeat this step until all documents are uploaded.)

3. Select the Part 1: Initial Document Review tab to view the list of documents you uploaded.

4. Make sure to save your search by selecting the Save icon at the top of the window.

Once Steps 1-3 have been completed, you can send the search onto the FECR for review. Passing it to the FECR will change the status out of Draft to Part 1: Pending FECR Review. Once the search goes to the FECR, you will have view only ability to the search. 

1. Select the Start EEO Review button to the right of the window. You will receive an email notification confirming the successful creation of your search.

PART 1-Step 5 is only necessary when the documents included in the search require change and have been Returned for Changes. When this happens, all documents in the search are returned to the committee chair for edits. You will receive an email notification to let you know that changes are requested.

IMPORTANT NOTE: Documents in a search are never deleted; instead, new versions are created to retain the history of all changes.

IMPORTANT NOTE: There is no limit to how many versions you can upload. And there is no limit to how many times the search may be returned to a committee chair for edits.

Committee chairs have two options to edit/update documents. You can upload new versions or edit in browser using Office Online. Both options create a new version of the documents. (Most committee chairs upload new versions of a document.)

Option 1: Upload Documents

1. If the search has been returned to you for changes, you will receive a notification email with a hyperlink to log in directly to the search. From the Part 1 tab, you can view the note(s) with the reason for the return for changes. Most committee chairs prefer to make the edits outside of the web browser using their native MS Office program. When edits are finished and saved to your computer, repeat PART 1-Step 3: Upload Documents for the Search to upload new versions of the documents. You'll now see a new version number e.g. [2] next to the document that was replaced in the upload.

2. To push the search back into the process, select the Changes Complete button. The search will go to the FECR for review. 

Option 2: Edit in Browser Using Office Online

1. If you prefer to edit the documents within the browser, a new version will also display once the edits are made and auto-saved. To make an edit within the browser, select the Part 1: Initial Document Review tab and double-click on one of the documents to open it in a new window. Select the Edit in Browser button to enable editing and make changes directly to the document. You can also Add Comments to the document.

IMPORTANT NOTE: If your document does not open in a new window, you may have to disable your browser pop-up blocker.

2. As your edits and comments are being made, the document is being auto-saved. Once you are finished, you can close the browser tab. A new version e.g. [2] displays next to the document that was edited in the browser. To push the search back into the process, select the Changes Complete button. The search will go to the FECR for review. 

The search will progress through the required reviews and certifications in Part 1: Initial Document Review and will conclude with the committee chair who receives an email with the approved Part 1 documents attached with instructions to proceed.

Email Notification:

Hello,

Part 1 of the EEO review and certification process for your Faculty Search for [Search Term and Year Displays Here] has been completed. You are now ready to publish the job advertisement in the CSU Recruitment Platform (CHRS).

Guidelines for this phase are posted on this Faculty Affairs website: CHRS: Tenure-Track/Full-Time Faculty recruitment. Please contact Ashley Thompson in Faculty Affairs with any questions.

The details about the search that you will need to create the CHRS job card are provided below and the part 1 documents are attached for your convenience.

Position Name: [Name Displays Here]
Search Hiring Number: [Search Hiring Number Displays Here]

While the CHRS job advertisement process is in progress, you can begin preparing your part 2 documents. Once you have the Part 2 documents ready for EEO review, please use the following link to upload them and then select the button to Start Part 2 Review.

[A link to to your search displays here]

Equity in Hiring Initiative, Office of Equity and Compliance

Once you're ready to proceed, you'll upload the Part 2 documents.

The search is through Part 1: Initial Document Review and it is now time to upload the two additional documents required to further progress the search through Part 2: Secondary Document Review. The required documents for Part 2: Secondary Document Review are: Phone/Zoom/Conference Interview and Reference Check.

1. Select the Documents button followed by the Upload option.

2. The Import window opens. Select the Choose File button to the upper left and select the file from your computer. To the right with the words Pending Import display. Using the Document Types drop down menu, select the document type that matches the file you uploaded. Only select documents for the current part of the process the review is in (e.g. do not upload Part 3 documents during Part 1, etc.). Next, select the Import button to the bottom right to perform the import. You'll see the document is now Imported Successfully. (Repeat this step to upload both documents.)

3. Select the Part 2 tab to view the list of documents you uploaded. Select the Start Part 2: Secondary Document Review button. You'll see the status of your search change from Not Started to Pending FECR Review. The search is now waiting for the FECR for review.

PART 2-Step 2 is only necessary when the documents included in the search require change and have been Returned for Changes. When this happens, all documents in the search are returned to the committee chair for edits. You will receive an email notification to let you know that changes are requested.

Option 1: Upload Documents

1. If the search has been returned to you for changes, you will receive a notification email with a hyperlink to log in directly to the search. From the Part 2 tab, you can view the note(s) with the reason for the return for changes. Most committee chairs prefer to make the edits outside of the web browser using their native MS Office program. When edits are finished and saved to your computer, repeat PART 2-Step 1: Upload Documents for the Search to upload new versions of the documents. You'll now see a new version number e.g. [2] next to the document that was replaced in the upload. Select the Changes Complete button to move the search forward to the FECR again.

Option 2: Edit in Browser Using Office Online

1. If you prefer to edit the documents within the browser, a new version will also be displayed once the edits are made and auto-saved. To make an edit within the browser, select the Part 2: Secondary Document Review tab and double-click on one of the documents to open it in a new window. Select the Edit in Browser button to enable editing and make changes directly to the document. You can also Add Comments to the document. All edits and comments will be auto-saved for you. When your edits are complete, close the Edit in Browser window. You'll see a new version [2] next to to the document you edited. To move the search onto the FECR for review, select the Changes Complete button.

IMPORTANT NOTE: If your document does not open in a new window, you may have to disable your browser pop-up blocker.

The search will progress through the required reviews and certifications in Part 2: Secondary Document Review and will conclude with the committee chair who receives an email with the approved Part 2 documents attached with instructions to proceed.

Email Notification:

Hello,

Part 2 of the EEO review and certification process for your Faculty Search for [Search Term and Year Displays Here] has been completed. This also concludes the FECR’s review role. You are now ready to upload the Part 2 documents into the CSU Recruitment Platform (CHRS).

Guidelines for this phase are posted on this Faculty Affairs website: CHRS: Tenure-Track/Full-Time Faculty recruitment. Please contact Ashley Thompson in Faculty Affairs with any questions.

The details about the search that you will need are provided below and the part 2 documents are attached for your convenience.

Position Name: [Name Displays Here]
Search Hiring Number: [Search Hiring Number Displays Here]

When you are done with candidate campus visits, you can begin preparing your part 3 documents. Once you have the Part 3 documents ready for EEO review, please access your search using the following link, where you can upload the documents. Then select the Start Part 3 Review button.

[A link to to your search displays here]

Equity in Hiring Initiative, Office of Equity and Compliance

Once you're ready to proceed, you'll upload the Part 3 documents.

The search is through Part 2: Secondary Document Review and it is now time to upload the five additional documents required to further progress the search through Part 3: Committee Recommendations/Search Report. The required documents for Part 3: Committee Recommendations/Search Report are: Candidate On-Campus Visit Itinerary, Committee Recommendations, Completed Applicant Master Tracker, Completed Recruitment-Advertising Plan and Recruitment-Advertising Cover Letters.

IMPORTANT NOTE: You'll also answer one question on the Part 3 form. 

1. Select the Documents button followed by the Upload option.

2. The Import window opens. Select the Choose File button to the upper left and select the file from your computer. To the right with the words Pending Import display. Using the Document Types drop down menu, select the document type that matches the file you uploaded. Only select documents for the current part of the process the review is in (e.g. do not upload Part 3 documents during Part 1, etc.). Next, select the Import button to the bottom right to perform the import. You'll see the document is now Imported Successfully. (Repeat this step until all documents are uploaded.)

3. Select the Part 3 tab to view the list of documents you uploaded. You are required to answer the Yes/No question on the form: Did all candidates engage in the same activities during their on-campus visit? Select the Start Part 3: Recommendation/Search Report button. You'll see the status of your search change from Not Started to Pending Department Review. The search is now waiting for the Department Chair for review.

Congratulations, you're on to Part 3: Committee Recommendations/Search Report!

PART 3-Step 2 is only necessary when the documents included in the search require change and have been Returned for Changes. When this happens, all documents in the search are returned to the committee chair for edits. You will receive an email notification to let you know that changes are requested.

Option 1: Upload Documents

1. If the search has been returned to you for changes, you will receive a notification email with a hyperlink to log in directly to the search. From the Part 2 tab, you can view the note(s) with the reason for the return for changes. Most committee chairs prefer to make the edits outside of the web browser using their native MS Office program. When edits are finished and saved to your computer, repeat PART 3-Step 1: Upload Documents for the Search to upload new versions of the documents. You'll now see a new version number e.g. [2] next to the document that was replaced in the upload. Select the Changes Complete button to move the search forward to the Department Chair again.

Option 2: Edit in Browser Using Office Online

1. If you prefer to edit the documents within the browser, a new version will also be displayed once the edits are made and auto-saved. To make an edit within the browser, select the Part 3: Committee Recommendations/Search Report tab and double-click on one of the documents to open it in a new window. Select the Edit in Browser button to enable editing and make changes directly to the document. You can also Add Comments to the document. All edits and comments will be auto-saved for you. When your edits are complete, close the Edit in Browser window. You'll see a new version [2] next to to the document you edited. To move the search onto the Department Chair for review, select the Changes Complete button.

IMPORTANT NOTE: If your document does not open in a new window, you may have to disable your browser pop-up blocker.

The search has progressed through part 1, 2 and 3. The committee chair receives an email with the approved Part 3 documents attached with instructions to proceed.

Hello,

The EEO review and certification process for your Faculty Search for [Search Term and Year Displays Here] has been completed. You are now ready to begin the recruitment approval process in the CSU Recruitment Platform (CHRS). Guidelines for the next phase are posted on this website: CHRS: Tenure-Track/Full-Time Faculty recruitment. Please contact Ashley Thompson in Faculty Affairs with any questions.

The details about the search that you will need to upload the Part 3 documents to the CSU Recruitment Platform (CHRS) are provided below and the part 3 documents are attached for your convenience.

Position Name: [Name Displays Here]
Search Hiring Number: [Search Hiring Number Displays Here]

Equity in Hiring Initiative, Office of Equity and Compliance

To find the status of the overall search, select the Faculty Search tab.

You must be on the CSUN network to access the EEO applicant search. While on campus your access to the CSUN network should be automatic, however when working from home, you must connect to the Global Protect VPN network.

The latest version of Microsoft Word and Excel are required. The extension for the files you upload must be: .docx or .xlsx.

You will see the applicant searches for your college (that includes your own). The Show All filter will display all of the searches.

All documents in the search are returned together. You can edit only those documents that need editing.

No. When an applicant search is returned for changes it stays within the part it is currently in.
 

Yes, you must use one of the following supported web browsers and versions:

Google Chrome-101 or greater
Microsoft Edge (on Chromium)-101 or greater
Microsoft Internet Explorer-11
Mozilla Firefox-100 or greater (for ESR 91 and newer)

All questions related to CHRS and the job posting process should be directed to: 

CHRS Support

Contact the Office of Faculty Affairs
Ashley Thompson
ashley.thompson@csun.edu 
(818) 677-2962

If this happens, you will complete the same steps for the uploading process to replace the document. Make sure to have the same name as the document you’re trying to replace.

You do NOT DELETE document in OnBase, you replace the documents with a newer version by repeating the upload process. Once it is repeated, a new version of your documents displays instead. 

If the committee members form window does not display in a separate window from your search, you may have to disable your pop-up blocker in your supported browser.

Pop-Up blockers should be turned off while operating on Onbase, as they block pop-up windows from opening, which are critical for multiple parts of the EEO process. You should see a little symbol with a red x in the top right of your browser’s search bar. When selected, these options similar to this display:
1. Always allow pop-up’s from Onbase OR
2. Continue blocking pop-up windows from Onbase.
Select the first option to keep the pop-up blocker on for websites outside of Onbase, but specifically allows pop-up windows to open while in Onbase.

You must be connected to the CSUN VPN to view your documents. If you see a grey screen with an error message, check to see if you are connected to the CSUN VPN. For instructions on how to use the CSUN VPN, please refer to the following VPN section on the CSUN IT page: https://www.csun.edu/it/vpn. 

Currently, only Committee Chairs can upload documents to Onbase.

With the newest update, documents that are on the final steps in Parts 1-2 will have the approved part documents attached to an email sent to the Committee Chair, FECR, Equity and Compliance, Department Chair, and Co-Director. In Part 3, the Committee Chair, Dean, and Dean Assistant will receive an email with the approved part documents attached. However, during any part in the process, the Committee Chair, FECR, Co-Director, and AVP can download documents before a step is completed. If your role was not listed above as being able to download documents during Parts 1-3, then you have not been given the rights to download documents from OnBase. 

There are two main reasons you'll see a proxy error:

Browser Exceeds Maximum Cookie Limit

The proxy error happens when your browser exceeds the maximum cookie limit. It will prevent you from opening your search from Workview. To fix the proxy error:

1. Clear your cookie and cache history for all time (this does not need to include clearing passwords).
2. Close all tabs and browsers
3. Log back in to Onbase.

If you still encounter the error message, you may not have cleared cookie and cache history from far back enough (ex. Cleared only for past hour or day). We recommend selecting the “All time” option when clearing cookie and cache history for the best results. If the issue persists, try using another browser or call the EEO helpline.

OR

Multiple Browser Tabs are Open

Having multiple tabs open while operating Onbase can lead to proxy errors, delayed opening and closing of tabs and pop-up windows, and unnecessary confusion and frustration. Additionally, having too many windows open can also increase the likelihood of having multiple Onbase tabs open, which will result in documents being unable to upload and other errors in the EEO process. We recommend only keeping open the necessary tabs for Onbase for the best user experience. 

OnBase is supported through specific browsers and versions of the browser. To check the version:

1. Open the respective browser menu (ex. Chrome Menu for Google Chrome, Safari Menu for Safari, etc.)
2. Select “About *Browser you are using*,” (ex. About Google Chrome, About Safari).

If you are still unsure if your version and browser are acceptable to use, please feel free to call the EEO helpline number. 

THERE IS A KNOWN Microsoft Online issue occurring when users attempt update their documents. That effects Committee Chairs and FECRs when attempts are made to edit documents while in Onbase. This occurs despite the message that says the document is being "Saved".

We are working with our vendor to resolve this issue and will update this section once we learn more information about a solution and when we expect the problem to be resolved. If you experience this issue, you will instead upload your documents to replace the latest version. Feel free to call EEO Helpline for help with that.