Next Gen Web Solutions Student Employment. Employer Training Template

Transcription

1 Next Gen Web Solutions Student Employment Employer Training Template

2 Student Employment JobX + TimesheetX = Total Solution JobX helps schools automate the job posting, hiring, and reporting process for students, employers, and administrators. TimesheetX helps schools automate the time sheet submission and approval process for students, employers, and administrators. JobX and TimesheetX are seamlessly integrated.

3 Student Employment - JobX JobX Benefits for Employers: Job posting control Custom applications alerts Streamlined hiring Broadcast tools for student communication

4 Student Employment TimesheetX Benefits for Employers: No math errors No sloppy handwriting No late time sheets Automated warnings Web accessibility Deadline reminders E-signature enabled Easy to use

5 School Specific You site has YOUR School look and feel Your site has YOUR School departments Your site has been configured to support YOUR School processes

6 Today s Training Topics Employer posts a job Employer hires a student Employer approves a student s timesheet

7 First Time? Request a Login

8 1. Navigate to 2. Click On-Campus Student Employers

9 IF YOU DON T HAVE A LOGIN YET, YOU MUST CREATE ONE Click Request a Supervisor Login

10 1. The following information is required: First Name Last Name School address Street, City, Zip Phone and Fax Password Employer (select your primary department from the list) Title 2. If you need to be able to manage jobs for additional departments, state the additional departments you need access for in the Notes section. 3. Click Submit to send your request to the Financial Aid Office.

11 THE FINANCIAL AID OFFICE WILL CONTACT YOU WHEN YOUR ACCOUNT IS APPROVED

12 1. Navigate to and click On-Campus Employers 2. Click Job Management Login

13 FORGOT YOUR PASSWORD? NO WORRIES!

14 Click the link in Help! I forgot my password!

15 1. Enter the address you used when you signed up. 2. Click Submit

16 Check your after a few minutes.

17 Click the link in the .

18 Enter a password and click Submit

19 Click the link provided to continue to the Job Control Panel.

20 Post A Job

21 Log in with your address and password

22 If you only have posting permissions for one department, you will not see a Filter Employers box. This only appears when you have posting permissions for more than one department.

23 Select the department for which you want to post a job

24 1. Click Add a new job 2. If you only have posting permissions over one department, the Filter Employers will not appear. Instead, click the Add a new job link.

25 1. Select the Job Category 2. Enter professional looking job descriptions and job requirements with a user friendly text editor. 3. Enter the number of available openings 4. Enter the range of hours per week that will be worked 5. Enter a Start Date and End Date for the job. You may enter text instead of a date (i.e. ASAP, End of Year, etc.) 6. Select the Time Frame for the job

26 1. Select the appropriate wage range for the job. 2. Choose a Primary Contact person from the list. If your demographic information was added when you were granted access to the site, this information will pre-fill, thus minimizing your data entry. Note: This will be the person who receives an when a student applies for the job. 3. If you wish to designate a secondary contact, select the person s name from the list and click the Add >>> button. 4. Click Submit to continue.

27 1. This step presents the application questions your institution requires the applicant to complete when applying for this job. 2. You can add job-specific questions to get a Best Fit Candidate for your job. Question types you can insert include: Single line text, Multiple line text, single choice question (i.e. yes or no), Multiple choice question, and section headings. Note: Like with your job listing, any questions added to the institutional default application questions, will be reviewed by your Administrator for approval. 3. Click Click here when finished to save the job application.

28 1. Select As soon as possible from the list on question #1 if you want the job to be reviewed for approval immediately. 2. If you want to save the job for later, select Sometime Later or designate a specific date in the future. The job will go to Storage for later review.

29 1. If you want the job listed immediately after approval, select Yes, immediately. Otherwise, you can select to put the job storage and request it to be listed at a later date. 2. For the question, For how many days do you want the job to be listed on the site? If you want to designate a specified period of time the job should be posted, select the applicable duration from the drop down list. You may choose to list your job up to 100 days (14 Weeks, 2 days). If you want the job to be posted until your close the job, select Until I close the job. 3. Click on the Click here to Finish button 4. Your job will be submitted to the Student Employment Office for approval.

30 You may either print your job details or click Return to your control panel to view your job.

31 1. If you want to edit the job, click the Edit Job icon. 2. If you d like to view the entire job details, simply click on the job title of the job.

32 1. You may edit your job posting, view the application, or request that the job status be changed. 2. To go back to your Job Control Panel, click Job Control Panel in the NavBar on the left.

33 Your Job Is Approved!

34 NOW THAT YOUR JOB IS APPROVED, YOU CAN HIRE A STUDENT! 1. You may hire a student one of two ways. You may hire them as a walk-in candidate by clicking on the Hire Applicant icon. 2. Next, you can either enter the Last Name and/or Student ID of the person you wish to hire and click Go to Step 2 button to launch the hire validation process.

35 If you wish to hire an individual that applied online, you may click on the # Applicants (#) link to access the online applicant(s).

36 Click View next to the student s name to review the application.

37 How do I reject a student?

38 After selecting view applicants, click Rejection next to the Applicants section.

39 This feature is utilized to inform the specific students that they did not get this job. If more than one student has been selected, individual s will be sent to each student selected. Note: Do NOT use this function for informing applicants that the job has been filled. For that purpose, first fill the job, then you will be automatically prompted to inform the other applicants. You may change the text in the body of the , then click on the Send button.

40 How do I contact a Student if I wish to set up an interview?

41 After selecting view applicants, click Greetings next to the Applicants section.

42 This feature is utilized to set up interview schedules. Note: Do NOT use this function for informing applicants that the job has been filled. For that purpose, first fill the job, then you will be automatically prompted to inform the other applicants. You may change the text in the body of the , then click on the Send button.

43 How do I hire a Student?

44 If you wish to hire the student, click Hire next to their name.

45 1. For students that apply on-line, the student s name is automatically selected for you. 2. Click Go to step 2 to continue.

46 Click Select Student to launch the hire validation process.

47 The system will validate the student s account against an I9 list to ensure the student has completed an I9 form. If the student has not completed the I9 form, the system will prevent the student from being hired. Next, click the Continue to next step button.

48 1. Data from the original job listing will be pre-filled in the Hire request form to streamline your hiring process. 2. You may edit the Hours per Week and Hire Start Date and Hire End Date prior to establishing the hire. 3. Click on the Continue to Time Sheet button to begin the process of creating a timesheet.

49 If you ve been granted access to approve timesheets for more than one Cost Center, you ll need to select the appropriate Cost Center and click Continue. Otherwise, this screen will NOT be presented at all. Please Note: Be VERY careful to pick the exact same cost center/department from this drop down list that was tied to the job you re hiring this student into.

50 1. If the job IS present in the Choose Existing Job drop down list, this means you or someone else has previously hired a student into this particular job and the job already exists on TimesheetX. 2. However, if a student has never been hired into this job, then the job will NOT be listed in the Choose Existing Job drop down list. Therefore, please click Create New Job. This action will create the job in TimesheetX and you ll never have to click the Create New Job button again in the future for this specific job now that it is present in TimesheetX.

51 1. Select a primary supervisor and designate any secondary supervisors. If you select a secondary supervisor, that person will be able to manage timesheets as well. 2. Click the Create Hire button. This will create the student s hire in TimesheetX.

52 1. Your hire request will be sent to a Skidmore Administrator for approval. 2. Upon successful approval of your hire request, you ll receive a Hire Approval with the hire related details.

53 Your hire will be immediately approved!

54 Hire has been Approved! Student has Completed Their Timesheet and turned it into you, their Supervisor! Now, it s time for you to approve their timesheet!

55 REVIEW YOUR TIMESHEETS 1. Click on the Timesheet To-Do Items link on the left NavBar 2. Select a cost center from the drop-down box at the top (if you have permission to complete timesheets for more than one cost center). 3. Click Review next to the timesheet you wish to review.

56 EDIT A TIMESHEET 1. If you need to make changes to the timesheet, click Edit 2. The timesheet will now be locked to you until you save your changes.

57 Click Add new Entry if you wish to add another entry

58 1. Click Add to save the new entry. 2. After changes are completed, you may approve the timesheet by clicking Approve.

59 REJECT A TIMESHEET If you need to reject the timesheet back to the student, click Reject

60 REJECT A TIMESHEET 1. Enter the reason you are rejecting the timesheet and click Reject Time Sheet. 2. An will be sent to the student notifying them that their timesheet has been rejected.

61 APPROVE A TIMESHEET To approve the timesheet, click Approve

62 1. Click Go to my To-Do List to review other timesheets 2. To view the Supervisor Control Panel, click Go to my Control Panel.

63 Timesheet Control Panel 1. The Supervisor Timesheet Control Panel is where Supervisors can access information about the jobs for which they are a primary supervisor. 2. Supervisors can manage their jobs and timesheets from this page.

64 To access timesheets, first click View Hires to see everyone who is hired for the selected cost center.

65 1. To view the student's current timesheet, click Go to time sheet under the Current Time Sheet section. 2. To view all timesheets for the student, click All time sheets.

66 View Pay Period Information 1. To view Pay Period Details, click on the Pay Period Info tab.

67 View Hire Information 1. To view Student Hire Details, click on the Hire Details tab.

68 View Supervisor & Account Information 1. To view Supervisor Details, click on the Supervisors tab. 2. To view the Account information the student earnings are being paid out from, click on the Accounts tab.

69 View Timesheet Notes & Audit History 1. To view a history of the timesheets, as well as any notes entered by the student, click the Notes tab.

70 WE RE FINISHED!

71 QUESTIONS