University Department Training Guide for Student Employment. Job Board Hosted by

Transcription

1 University Department Training Guide for Student Employment Job Board Hosted by

2 Student Employment Job Board University Department Training Office of Student Employment Page 2

3 NextGen Web Solutions Topics JobX Access Job Postings and Application Management Hiring and Managing Student Employees Office of Student Employment Page 3

4 NextGen Web Solutions WHAT IS NEXTGEN WEB SOLUTIONS? NextGen offers a total web base solution for application and timesheet management. Both solutions integrate with the University s information systems. JobX helps schools automate the job posting, application submission, application review, and reporting process for students, employers, and site administrators. TimesheetX helps schools manage timecards and budget for student employment. Baylor University will be using JobX and is exploring the usage of TimesheetX; however, it is not available at this time for implementation. Office of Student Employment Page 4

5 Benefits and Customization Benefits: Job listings Workflow job approval process Customize job specific questions Systematic applicant compliance checks Systematic alerts Broadcast tools Customization: Baylor JobX site has been configured to support Baylor University business processes and procedures. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission JobX Benefits Easy job listing creation. Workflow job approval process ensures jobs are reviewed promptly and are compliant with Federal and State regulations and Baylor University employment policies. Customize job specific questions on the application to find best qualified candidates. Systematic alerts ensure thorough and timely communications amongst all involved parties (e.g., students, supervisors, site administrators). Systematic applicant compliance check ensures all student eligibility requirements are met. Broadcast tools for improved communications with your employees. Office of Student Employment Page 5

6 JobX Access HOW TO ACCESS JOBX AND WHAT ARE THE BAYLOR PROCESSES? Office of Student Employment Page 6

7 Access JobX Office of Student Employment Page 7

8 Supervisor Access Student Employment Job Board Link Located on the Student Employment website under Student Employment Supervisors NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Direct link to JobX Office of Student Employment Page 8

9 Home Page NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 9

10 Request Departmental Access Click on University Departments Click on Forms and Information NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 10

11 Request Departmental Access Complete the University Department Access Form for access approval. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Department Access Once the information in the form is received, the Office of Student Employment will vet those requests to ensure the person has the proper access to the system. This may include contacting the person s supervisor for verification of access. Office of Student Employment Page 11

12 University Department Login to JobX Login utilizing your Baylor University Bear Id and Password NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 12

13 Baylor Processes Office of Student Employment Page 13

14 Supervisors - Forms Office of Student Employment Page 14

15 Supervisor Forms Student Employee Budget Review Submit this form before entering a request to ensure you have funding to support a student employee. The Office of Student Employment will review funds and coordinate with the Budget Office as necessary. Student Employee Background Checks For jobs that required background checks, a department will complete this form to request a background check of a student. We do not conduct background checks on all students, only on ones where the job requires a check, such as working with minors on campus. There is a process for submitting multiple students at one time. Student Employee Changes and Rehire Form Submit this form if you need to make a change to your student employee or if you want to rehire a student. There is a process for submitting multiple students at one time. Separation Notification Form When a student is no longer working, you are required to submit a separation notification form so we may terminate the employment of the student. Office of Student Employment Page 15

16 Students - Forms Form I-9 Form W-4 Direct Deposit Form Confidentiality Agreement Memo of Understanding Office of Student Employment Page 16

17 Student Forms The following forms are required to be completed before a student begins any orientation, training or job. Form I-9 May complete this form either with the Office of Student Employment or Human Resources. Section 2 of the Form I-9 document MUST be completed in person and requires original forms of identification and employment eligibility. Form W-4 May complete this form either with the Office of Student Employment or Payroll Office. Direct Deposit Form Direct deposit is optional but highly recommended for receiving a pay check. Earnings will be tracked by using BearWeb. Student Employment Confidentiality Agreement Baylor students entrusted to be employees are expected to diligently perform the job for which he or she is employed. In addition to compliance with all approved policies and procedures, attention to work-related duties, confidentiality, and customer service are of the utmost importance to successful employment. By signing the agreement, the student employee agrees to uphold confidentiality as it relates to University sensitive data. Memo of Understanding (MOU) for Student Employees Basic agreement with the University regarding the nature of employment. This form is signed by Faculty and Staff members as well. Office of Student Employment Page 17

18 Job Postings and Application Management HOW DO I POST A JOB AND REVIEW APPLICANTS? Office of Student Employment Page 18

19 Job Posting Office of Student Employment Page 19

20 Create Job Posting Select Employer (Department Name) if you post jobs for multiple departments. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Selecting the Department (Employer Name) If you have posting permissions for more than one department, select the department for which you want to post a job from the Employer Name drop down list. Office of Student Employment Page 20

21 Create Job Posting Click Add a job for button to proceed NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 21

22 Create Job Posting Choose a Job Type and click the Go to next step button. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 22

23 Job Types The Office of Student Employment strives to serve students in the on-campus and off-campus employment opportunity process. All jobs posted in JobX are for current Baylor University students. Any opportunities for post-graduation and full-time employment should still be listed in Handshake. If you have questions about the job category, please contact the Office of Student Employment. On-Campus Employment Jobs that are part time (equal or less than 20 hours per week) in nature and are located on Baylor University campus. These may be funded through Federal Work-Study, Texas College, or University Work-Study dollars. On-Campus Internship Similar to On-Campus Employment; except these jobs are project based related to the student s major or field of interest. The On-Campus Internship Program exists to provide a practical learning experience and professional development opportunities to the students of Baylor University. Graduate Internships Internships for graduate degreed level students that are project based and related to the student s major or field of interest. *These job postings are NOT for graduate assistantships, research assistantships, fellowships, or other similarly related positions. Assistantships, fellowships, or other similarly related positions are categorized as students with work related to their degree program and are managed through the Graduate School. Graduate Internships do not receive the same benefits as assistantships or fellowships and are similar to an On-Campus Undergraduate Internship with the exception they perform higher levels of work. Off-Campus Employment These are part time jobs for students within the greater Waco community or jobs outside of Waco for breaks and summer months. These are employers the Office of Student Employment has reviewed to ensure the opportunity aligns with Baylor University s mission, vision, and values. Off Campus Internships Similar to Off Campus employment with the exception that these jobs are project based related to the student s major or field with approved University employers. Off-Campus Community Service Community service jobs are for students who have Federal Work-Study Eligibility. These are organizations that the University provides a sponsorship through Federal Work-Study dollars for students to gain work experience. These organizations are contracted through the University and provide director or indirect service to the community. Office of Student Employment Page 23

24 Create Job Posting Complete the Job Profile (job description) The job profile can vary depending on the job type. Fields denoted with a red * are required NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 24

25 Steps to Complete Job Posting Any fields denoted with a red * below are required fields that must be completed before the profile can be saved. Enter the Job Title* Enter Department Mission and Purpose* Enter Job Description*, Job Functions*, Learning Outcomes* Enter Required hard / specialized skills* Enter Required soft skills* Enter the Number of Available Openings * Enter the min and max Hours per Week for the job* Select the Time Frame for the job * Job Pay Range* Please click You must click here to determine it link to retrieve the job pay range. Select the Supervisor* This person will receive s when a student applies for the job. Select a Secondary Contact* The Secondary Contact must be different from the Primary Contact. To select a Secondary Contact, place your cursor in the field to view all users approved to be a JobX Supervisor for the department. Next, click an individual s name you wish to be the Secondary contact. If you wish to have more than one Secondary Contact, press CTRL and select all applicable Secondary Contact names you wish to add to the job. Click Submit to continue to Step 2 of the Add a Job process. Office of Student Employment Page 25

26 Customizing the Application You may add job specific questions to the default application questions. The Office of Student Employment must approve customized job specific questions. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 26

27 Customize Application To ensure you select the most qualified candidate for your position, you may add job specific questions to the default application questions. The Office of Student Employment must approve these job specific questions to ensure questions comply with regulations and review the validity of the job. Office of Student Employment Page 27

28 Customizing the Application Adding Customized Questions NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 28

29 Add a Question You may select the Pick from Existing Questions or Create a New Question tabs. When creating a new question, please select a type of question from the Question Type drop down menu (i.e., Single Line, Multiple Line, Single Choice, Multiple Choice, Date, File Upload, or Instructional Text). Use an abbreviated name for the question for retrieval purposes in the Pick from Existing Questions library. The Question Label is what the applicant will see on the application. Use the text and HTML editor feature to make your questions look more professional. You can either add your question to the existing general section or create a custom section for your question to be placed underneath. If you would like to add a new section for a question, enter the name of the section in the Create a new section at the same time you are adding the 1 st new field within this new section. Once this section has been added, you may add all new subsequent questions to this section by simply selecting the new section from the Select an existing section drop down list. You can place any new question exactly where you want it by selecting the desired location in the Where to Add this Question drop down list. When you finish adding a question, click the Add Question button. To save the application, please click the Save Application button. Please note: All job specific questions added to the application must be reviewed and approved by the Office of Student Employment. Office of Student Employment Page 29

30 Final Step Print Details Return to Control Panel NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 30

31 Submitting Job Posting for Approval The final step in the job posting process is for the user to confirm next steps with the requested job. You will be provided the following questions for confirmation of next steps. Question 1 When do you want the job and application to be reviewed for approval? (As Soon As Possible; Later) If ASAP is selected, the job will be submitted immediately to Office of Student Employment for approval. If Later is selected, the job will move into Review mode and not be seen by the Office of Student Employment. Jobs moved into Review mode can later be submitted for approval and posting. Question 2 Do you want the job listed immediately after it is approved? (Immediately; Send to Storage) If Immediately is selected, the job will post once it is approved. If Storage is selected, the job will move into Storage after it is approved and can be posted later on the website without additional approval. Question 3 Do you want JobMail to be sent when the job is listed? (Yes; No) Employees sign up for JobMail, and it automatically s them when a job matching their interests is posted. JobMail allows applicants to receive notification determined by their job preferences. Question 4 For how many days do you want the job to be listed on the site? (Until I Close; XX Days) Depending on your permission level, the job may be closed at your will or may be set to automatically close after a certain number of days. The maximum number of days that the job can remain open is 100 unless extended by you or an administrator. It is recommended to set a closing day. The Office of Student Employment has access to modify this date or re-open the job if needed. For Submittal: Click the Click here to Finish! button and your job will be submitted to the Student Employment Office for review/approval. After Submittal You may either print your job details or click Return to your control panel to view and/or manage your jobs further. If you choose to return to the control panel, the job you just added can be located in the Pending Approval queue. Office of Student Employment Page 31

32 Editing Job Posting Office of Student Employment Page 32

33 Edit a Job Posting NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Edit A Job Posting You may view the job and/or application details, or request the job status be changed by simply clicking on the Job Title link. To edit the job, click Edit this Job link on the Manage Job page. To edit the application tied to your job, click Edit or View Online Application. Office of Student Employment Page 33

34 Managing Applicants Office of Student Employment Page 34

35 Control Panel View You may view an online applicant by clicking the link under the App# column link next to the applicable job. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 35

36 Review Applicants NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Reviewing Applicants Click the Applicants Name link to view the application in a full screen view. Click the magnifying glass next to the student s name to get a quick view format of the application. If the student has provided a resume, click on the Resume link next to their name Office of Student Employment Page 36

37 Schedule Interviews NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Send Greeting This feature is utilized to set up interviews for one or more applicants. If you do not wish to interview an applicant, please be sure the box next to that candidate is not checked. You may change the text in the body of the or add additional recipients in the To box, then click on the Send button. Important Note: Do NOT use this function for informing applicants you are not interested in hiring them, and the job has been filled. For that purpose, you can utilize the integrated Send Rejection (s) function reviewed in a future slide. (Students will see the word declined instead of rejection). Click the box next to one or more applicants you wish to send a greeting to schedule an interview. Next, click the Send Greeting button. Office of Student Employment Page 37

38 Interview Notification NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Interview Notification This feature is utilized to reach out to one or more students. If you select more than one student to interview, individual s will be sent to each student selected. If you do not wish to interview an applicant, please be sure the box next to that candidate is not checked. You may change the text in the body of the or add other recipients in the To box, then click on the Send button. Office of Student Employment Page 38

39 Declining Applicants Office of Student Employment Page 39

40 Decline Notification Click the box next to one or more applicants you wish to send a rejection . Next, click the Send Rejection button. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Decline Notifications Use the reject applicants to inform one or more students they did not get this job. If you select more than one student to reject, individual s will be sent to each student selected. If you do not wish to reject an applicant, please be sure the box next to that candidate is not checked. (Students will see the status as decline instead of reject) Office of Student Employment Page 40

41 Decline Notification You may change the text in the body of the or add other recipients in the To filed, then click the Send button to send the notification. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 41

42 Hiring and Managing Student Employees HOW DO I HIRE AND MANAGE STUDENT EMPLOYEES? Office of Student Employment Page 42

43 Hire a Student Hire Action: After clicking the # Applicants link on the control panel, select Hire Applicant from the Action dropdown list next to the applicant s name you wish to hire. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 43

44 Hire a Student Selecting NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 44

45 Hiring Student The student s name will be automatically selected for you. You may hire multiple students at once. If you have students you interviewed but did not apply for the job, you may enter them here as well. It is HIGHLY recommended all students apply for the position online, even if it is after the interview. Next, click Go to Step 2 to launch the hire validation engine Office of Student Employment Page 45

46 Hire a Student Check Employee ID Next, click Check Employee ID to launch the initial hire validation for this student. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 46

47 Hire a Student Validation Flow This is the initial validation of the student. The Office of Student Employment will conduct a more extensive validation of the student s eligibility along with other partners on campus. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 47

48 Hire a Student Validation Warning If the employee does NOT pass one or more of the employment eligibility checks, the system will present a red X next to each eligibility requirement the employee did not meet. A warning does not prevent the hire request from moving forward. A warning means there is an action required by student. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 48

49 Validation Warning The system will validate the student s account for eligibility for hire. If the student does NOT pass one or more of the employment eligibility checks, the system will present a red X next to each eligibility requirement the employee did not meet. If a student does not pass, this is considered a warning only and does not prevent the department from moving forward with the request to hire the student. The supervisor may the student regarding the employment eligibility results in an effort to resolve the warnings quickly. the Student: Click the results link to open an . The results of their validation check will be pre-filled in the body of the . The supervisor may type additional text in the body of the and add other recipients of the in the cc or bc fields. If the student has questions, they may contact the Office of Student Employment. The supervisor will need to click the Continue button to save their hire request. Office of Student Employment Page 49

50 Hire a Student Submit Request If the student is currently hired in any other jobs, this information will be presented when completing this step of the hiring process. Original data from the job listing will be pre-filled in the Hire Request Form. You may edit the information prior to establishing the hire. Click on the Submit Request button. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 50

51 Approval for Hire A student employee is not authorized to begin work or training until the department receives confirmation from the Office of Student Employment through JobX. The Office of Student Employment will review the hiring request and will verify all compliance items. When the Office of Student Employment completes the review of the hire request, the department and student will receive a confirmation offer letter with the official start date and pay rate for the student. The student may NOT begin work until the confirmation approval is received. NGWeb Solutions, LLC - Confidential and Proprietary - Do not share without permission Office of Student Employment Page 51

52 Managing Student Employees Office of Student Employment Page 52

53 Office of Student Employment Page 53

54 Supervisor Responsibilities Baylor University expects supervisors of students to adhere to these responsibilities, including complying with University policy, and federal and state regulations that govern student employment. Supervisors should set clear expectations that are provided to the student upon hire and reinforced throughout the employment of the student employee. Student employment should be a development opportunity for students to develop professionalism and gain real world experience. The following are the responsibilities of the supervisor to ensure a productive and compliant working relationship. Managing Ethically and Ensuring Compliance Ensure, as the supervisor; you fully understand student employment compliance; including but not limited to: o Student Employment Policy BU-PP 121, and federal and state regulations. o Student work and compensation eligibility, along with the approval process. o Completion of new hire paperwork, such as Form I-9 (Sections I & II) and Form W-4. o Recording and submitting timecard for all hours worked, regardless of the number of hours. Policy states a student is NOT to work over 20 hours per week; however if this occurs those hours must be recorded and paid. o Rules governing working when class is scheduled. o Review confidentiality procedures and FERPA policy with the student. o Students may not volunteer to perform services similar to those for which they are routinely and regularly employed. o Provide a job description to the student and Office of Student Employment before the student performs any training or work. Inform the student how they may report concerns within your office, Title IX, and the Office of Student Employment. Monitor the student Federal Work Study award and department funding sources to ensure students do not encounter a funding deficit. Treat students the same as all employees as defended by applicable Federal, state, and University regulations. Confidentiality Do not share any sensitive data or confidential information pertaining to the students. As a supervisor, you should be familiar with and follow FERPA policy. Office of Student Employment Page 54

55 Clear Communication and Modeling Ensure lines of communication are open, clear, and constructive. Explain expectations and job functions before offering the job to the student. Orient the student to their role within the office upon hire, including a review of the expectations and job functions. Outline process and procedures clearly for the students. Accountability Provide the necessary training for the student to perform the functions of the job. Review the student s performance to ensure they are performing the functions of the job. Explain the standards of behavior expected of the student. Ensure adequate supervision of the student s work. Addressing problems as they arise, and do not let the issue build. Set manageable goals and responsibilities for students. Mentoring and Coaching Set a good example by being a role model and mentor to the student. Provide regular and ongoing feedback to the student. Challenge students to effectively accomplish work and provide real world experiences Celebrate achievements with your student. Utilize students strengths for the benefit of the University, and to develop student skill sets. Guide the students in accomplishing their work goals and objectives. Office of Student Employment Page 55

56 QUESTIONS? Contact Office of Student Employment Office of Student Employment Page 56

57 Office of Student Employment Career and Professional Development Location: Career Center Sid Richardson, West Wing Phone: General Student Employment Julie Veselka Director of Student Employment Missy Pennington Student Employment Specialist Internship Programs Ryan Meredith Assistant Director of Internship Programs and Off Campus Programs Vacant On Campus Internship Coordinator Vacant Off Campus Internship Coordinator Office of Student Employment Page 57