EMPLOYMENT AND RECRUITMENT

Transcription

1 EMPLOYMENT AND RECRUITMENT Contact Information Tim Trowbridge: Angelyna Patane: Mailpoint: RAR235 Location: RAR139 Fax: Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 1 of 17

2 STUDENT APPOINTMENTS Student OPS appointments are hourly appointments for currently enrolled full time students at the University of South Florida. RightStart Students who have never worked on campus or who have not worked on campus within the last 12 calendar months must attend RightStart. On their first day of employment, the student must go to the Human Resources Office, SVC2172, and complete all necessary hiring paperwork. Please follow the steps below to appoint a new Student OPS employee. 1. Complete Employee Action Form (EAF) and send to Tim Trowbridge or Angelyna Patane, SASSC. Please see Attachment A. 2. SASSC will complete a RightStart Offer Letter for your new employee based on the information entered on the EAF. Please allow 5 business day turnaround on all appointment actions. 3. SASSC will obtain all required signatures. Please follow this link for RightStart letter templates 4. On the employee s first day, they must pick up their original offer letter from SASSC in RAR The employee will bring the original signed offer letter and all required documents for RightStart to Human Resources, SVC2172. Please see Attachment B for a complete list of required documents. 6. Upon completion of RightStart, the employee is authorized to begin working for hiring department. Appointment for Students who currently work on campus or have within last 12 calendar months Any student who currently works on campus or has worked on campus within the last 12 calendar months can be appointed without attending RightStart. Please follow the steps below to appoint this type of student: 1. Ask the student if they have another job on campus. If they do, advise them they must not have work schedules that overlap, they must not work during scheduled class hours, and they must not work more than 32 hours combined if they wish to remain tax exempt. 2. Complete Employee Action Form (EAF) and send to Tim Trowbridge or Angelyna Patane, SASSC. 3. SASSC will complete Appointment Status Form (ASF) and obtain all required signatures. Please see Attachment C for example of ASF. 4. SASSC will send paperwork to Human Resources. 5. Allow approximately 5 business days from the time EAF is submitted to SASSC before the employee can start. Please await advisement before allowing employee to work. Please plan accordingly. Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 2 of 17

3 Reappoint a Student Follow the steps below to reappoint a currently employed student worker: 1. Complete Employee Action Form and send to Tim Trowbridge or Angelyna Patane, SASSC. 2. Please ensure that EAF is sent at least 5 business days prior to your employee s end date. Failure to do so may result in employee missing a paycheck. 3. SASSC will complete Appointment Status Form and obtain all required signatures. 4. SASSC will send paperwork to Human Resources. Other Appointment Actions For all other appointment actions please follow the steps below: 1. Complete Employee Action Form and send to Tim Trowbridge or Angelyna Patane, SASSC. 2. Please allow 5 business day turn around on all appointment actions. 3. SASSC will complete all necessary paperwork and obtain all required signatures. 4. SASSC will send paperwork to Human Resources. 5. List of Appointment Actions: Pay increase/decrease Change in authorized hours Employment Termination Change in employee type (Student, Non Student, FWS) Important things to note: In emergency situation when 5 business days are not possible, exceptions can be made. Please contact Tim Trowbridge or Angelyna Patane regarding any special circumstances. Total appointed hours cannot be greater than 40.0; however, at 32 hours (total combined of all appointments) or more, the student will not be tax exempt and will be subject to being enrolled in the Temporary Employee Retirement Plan. Many students have multiple jobs on campus so it is important to make sure your student does not go over their appointed hours. If they work 32 hours or more for two consecutive pay periods, Payroll will automatically enroll them in TERP. An will be sent to all supervisors at the beginning of each semester regarding appointment end dates and a reminder to reappoint your current students, if necessary. Please remember that the sooner the appointment information is received, the sooner it will be sent to USF HR for entering into the GEMS system. As previously mentioned above, please ensure that student employees are not working during class hours, and please ensure they are not scheduled to work two jobs that overlap in hours. If a student is working two jobs that overlap in hours, this may be grounds for dismissal. Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 3 of 17

4 FEDERAL WORK STUDY PROGRAM (FWS) Federal Work Study Appointments (Fall and Spring Semesters Only) Students may be awarded Federal Work Study (FWS) funds through Financial Aid as part of their financial aid for the year. Students who receive this award are eligible for employment and paid through Federal funds, not the department s operating budget. Please follow the below steps to appoint a FWS Student: 1. The department must post a FWS Job Description with the Career Center through the online Career Connections program. For more information regarding Career Connections please follow this link: 2. Complete an Employee Action Form (EAF) and send to Tim Trowbridge or Angelyna Patane, SASSC. Please include a copy of the job description from the Career Connections website and a copy of the student s award letter from OASIS. 3. SASSC will complete all necessary paperwork; either RightStart Letter or Appointment Status Form. 4. SASSC will obtain all necessary signatures. If the employee needs to attend RightStart, they will go to Human Resources on their start date and complete all necessary hiring paperwork. 5. Allow 5 business days from the time EAF is submitted to SASSC before the employee can start. Please plan accordingly. 6. Each department received a set FWS Allocation and must ensure that they do not exceed that total amount. Each FWS student is allowed $3,098 total for both Fall and Spring semesters (this amount is based on the Student Affairs Divisional Allocation for year 09 10) 7. SASSC will monitor overall FWS budget and ensure each FWS student is working within their allocation, and advise the departments when funds are close to depletion. Important things to note: FWS appointments cannot exceed 20.0 hours total. All jobs must have a description filed with the Career Center through Career Connections All FWS students must provide a copy of their Award Letter from OASIS In emergency situations when 5 business days is not possible, exceptions can be made. Please contact Tim Trowbridge or Angelyna Patane regarding any special circumstances. SUMMER STUDENT EMPLOYMENT (SSE) Summer Student Employment (SSE) is a program through Financial Aid which provides funding for student employment as a form of financial aid. Due to the fact that Federal Work Study does not provide funding for summer employment, USF Financial Aid has developed SSE to fill that void. Please follow the steps below to appoint a SSE student employee: 1. The student must meet certain criteria to qualify for Summer Student Employment. This includes but is not limited to: must be enrolled as a full time student for the summer semester, must have had a FWS job in the Fall/Spring Semester, and must apply by deadline for SSE funding. Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 4 of 17

5 2. Complete Employee Action Form (EAF) and send to Tim Trowbridge or Angelyna Patane, SASSC. Please include the award letter showing they have received SSE funding. 3. SASSC will complete all necessary paperwork and obtain all required signatures. 4. Allow 5 business days from the time EAF is submitted to SASSC before the employee can start. Please plan accordingly. 5. SASSC will monitor the usage of SSE funds for each employee, and advise the department when funds are close to depletion. If your student uses all of their allocated funds prior to the end of summer, they must either be terminated from your department or appointed as an OPS Student and paid through your departmental budget. Important things to note: SSE appointments cannot exceed 20.0 hours total. All SSE students must provide a copy of their Award Letter from Financial Aid. In emergency situation when 5 business days are not possible, exceptions can be made. Please contact Tim Trowbridge or Angelyna Patane regarding any special circumstances. OPS NON STUDENT APPOINTMENTS OPS Non Student appointments are temporary appointments for any person not currently enrolled full time in classes. RightStart Non Students who have never worked on campus or have not worked on campus within the last 12 calendar months must attend RightStart. On or before the employee s first day of work they must attend RightStart in Human Resources, SVC2172, and complete all necessary hiring paperwork. Please note that all Non Student appointments must receive approval to hire from the Vice President of Student Affairs, Dr. Jennifer Meningall through the use of a Hiring Freeze Exception Form (Attachment D). Please follow the steps below to appoint an OPS Non Student employee. 1. Complete Employee Action Form and send to Tim Trowbridge or Angelyna Patane, SASSC. 2. Along with the Employee Action Form please submit a complete signed Hiring Freeze Exception Form. Please see Attachment D for example. 3. SASSC will complete a RightStart Offer Letter for your new employee based on the information entered on the Employee Action Form. Please allow 5 business day turnaround on all appointment actions. 4. SASSC will obtain all required signatures. 5. On the employee s first day, they must pick up their original offer letter from SASSC in RAR The employee will bring the original signed offer letter and all required documents to Human Resources, SVC Upon completion of RightStart, the employee is authorized to begin working for hiring department. Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 5 of 17

6 Appointment for Non Students who currently work on campus or have within last 12 calendar months Any Non Student employee who currently works on campus or has worked on campus within the last 12 calendar months can be appointed without attending RightStart. Please follow the steps below to appoint this type of OPS Non Student: 1. Complete Employee Action Form (EAF) and send to Tim Trowbridge or Angelyna Patane, SASSC. 2. Along with the EAF please submit a complete signed Hiring Freeze Exception Form. 3. SASSC will complete Appointment Status Form and obtain all required signatures. 4. SASSC will send paperwork to Human Resources. 5. Allow 5 business days from the time EAF is submitted to SASSC before the employee can start. Please plan accordingly. Reappoint a Current OPS Non Student OPS Non Student appointments are one year appointments. Each year they must be reappointed if you wish to have them continue working in your department. If a current OPS Non Student employee that works in your department needs to be reappointed please follow the steps below: 1. Complete Employee Action Form (EAF) and send to Tim Trowbridge or Angelyna Patane, SASSC. 2. Along with EAF, please submit a complete signed Hiring Freeze Exception Form. 3. Please ensure that EAF is sent at least 5 business days prior to your employee s end date. Failure to do so will result in employee missing a paycheck. 4. SASSC will complete Appointment Status Form and obtain all required signatures. 5. SASSC will send paperwork to Human Resources. Important things to note: All OPS Non Student appointment actions require a Hiring Freeze Exception formed signed by the Departmental Director, AVP of that area, and Vice President. In emergency situation when 5 business days are not possible, exceptions can be made. Please contact Tim Trowbridge or Angelyna Patane regarding any special circumstances. OPS Non Student positions are hourly appointments and do not accrue any type of leave. It is the hiring department s responsibility to provide a signed complete Hiring Freeze Exception Form. USF USF is a new online recruitment process developed by Human Resources. Careers will be used to create new positions, fill vacant positions, and update position descriptions. Each action is outlined in the sections below. Create New Position New positions are created, approved, and sent to Human Resources through USF. We are giving the hiring departments two options when it comes to creating new positions through Careers. One option is that Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 6 of 17

7 the hiring department will complete a Position Description (see Attachment E) in Microsoft Word format and SASSC will enter into Careers. The second option is the hiring department will enter all information in Careers and submit to SASSC through the system for verification before it is sent for approval. Please follow the steps below to create a new position: Option 1: SASSC Enters information into Careers 1. Complete a Position Description and submit to Tim Trowbridge or Angelyna Patane, SASSC. Please see Attachment E for example. 2. SASSC will transfer information from Position Description into Careers. 3. SASSC will submit Request to Create New Position for approval through the Careers system. Approval will flow through Careers from Departmental approval, to AVP s approval, to Vice President s approval, to Human Resources for creation. 4. Once a position has been created, SASSC will inform hiring department contact. Option 2: Hiring Department Enters information into Careers 1. Hiring Department will enter position description into Careers system. 2. Hiring Department will submit position description to SASSC through Careers. 3. SASSC will verify accuracy of information entered and move request through approval process in Careers. 4. Once the position has been created, SASSC will inform hiring department contact. Important things to note: USF is a brand new system implemented in August Training will be available through SASSC. Please contact Tim Trowbridge to schedule USF Training Session. Each department has the choice regarding which option to use regarding inputting information into USF. Update Position Description Position Descriptions are maintained and updated through USF. There are two options for updating position descriptions. The first option is to complete a new Position Description in Word format and send to SASSC to input. The second option is for the hiring department to input the change directly. Please follow the steps below to update a Position Description: Option 1: SASSC Enters information into Careers 1. Complete Position Description and send to Tim Trowbridge or Angelyna Patane, SASSC. 2. SASSC will enter all information into Careers and submit to Human Resources for finalization. Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 7 of 17

8 Option 2: Hiring Department enters information into Careers 1. Hiring Department enters Position Description information into Careers. 2. Hiring Department will submit Position Description to Human Resources for finalization 3. Please notify Tim Trowbridge or Angelyna Patane of any changes made to a position description. Important things to note: USF is a brand new system implemented in August Training will be available through SASSC. Please contact Tim Trowbridge to schedule USF Training Session. Each department has the choice regarding which option to use regarding inputting information into USF. Reclassify a Position Position Reclassifications are done through USF. There are two options for reclassifying a position. The first option is to complete a new Position Description in Word format and a Position Action From and send to SASSC to input. The second option is for the hiring department to input the change directly into Careers. Please follow the steps below to reclassify a Position: Option 1: SASSC Enters information into Careers: 1. Complete Position Description and Position Action Form and sent to Tim Trowbridge or Angelyna Patane, SASSC. 2. Please provide a complete signed Hiring Freeze Exception Form for any reclassification action. 3. SASSC will enter all information into Careers and move through approval process until it is submitted to Human Resources for finalization. 4. Once the reclassification has been completed by HR, SASSC will notify hiring department contact. Option 2: Hiring Department Enters Information into Careers: 1. Hiring Department enters Position Description and recommended classification change information into Careers. 2. Hiring Department will submit request to SASSC through system. At this time please provide SASSC with a complete signed Hiring Freeze Exception Form. 3. SASSC will verify completeness and submit request through approval process in Careers system. 4. Once the reclassification has been completed by HR, SASSC will notify hiring department contact. Important things to note: USF is a brand new system implemented in August Training will be available through SASSC. Please contact Tim Trowbridge to schedule USF Training Session. Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 8 of 17

9 Each department has the choice regarding which option to use regarding inputting information into USF. All reclassification actions must be approved by Vice President of Student Affairs, Dr. Jennifer Meningall. Please ensure that SASSC receives a complete signed Hiring Freeze Exception Form. Fill a Vacant Position All vacant positions are filled through USF. This section covers information regarding advertisements, receiving resumes, and submitting paperwork to Human Resources. More detailed information regarding the search and interview process will be provided in the next section. Advertise the position When the decision has been made to advertise and fill a vacant position, the following items must be addressed: Internal or Concurrent (both USF and outside candidates) Advertisement Hiring Salary Range Application Deadline Date: Specific date, open until filled (maximum 90 days), or open position (continuous advertisement) Brief Description of Job Duties Minimum Qualifications / Preferred Qualifications Places to advertise (websites, newspapers, professional magazines/journals, etc) USF provides a wide variety of selection criteria which allows the department to be as detailed as they see fit. Due to the fact that Careers is a new system and each position and criteria are different, these will be handled on a case by case basis. When the decision has been made to advertise and the above questions have been answered please contact Tim Trowbridge or Angelyna Patane to schedule a meeting. At this time we will go over the advertisement process, selection criteria, and discuss which services provided by SASSC the department wishes to utilize. Candidate Review and Interview Process After a position has been advertised, candidates will apply through USF. Each department handles their recruitment and selection process differently, and SASSC will seek to be as hands on as possible while still allowing the department to be in control of all aspects of their search process. The information below outlines what will be handled by SASSC and what will be handled by the department. What SASSC will provide: Review applicants and separate Minimum Qualified, Preferred Qualified, and Do Not Qualify. It is the hiring department s decision to determine which applicants they wish to see. SASSC can provide all resumes, only minimum, only preferred, or both minimum and preferred. Compile Affirmative Action Data Information (this will be organized in the USF system) Once candidate is selected, will submit request for approval to hire through Careers system. Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 9 of 17

10 What the Hiring Department will provide: Review all applicants and determine qualifications Decide which candidates to interview Check references / work history Obtain transcripts Schedule interviews and arrange all aspects of candidate visits. Arrange all travel related plans. You must contact SASSC Travel before making any travel arrangements. Contact Quentin Miller via phone or via qmiller@usf.edu. This includes but is not limited to airfare, hotel, transportation, meals, etc. Submit all paperwork to SASSC Travel for reimbursement. Make decision regarding which candidate to hire. Making an Offer Only after Human Resources has granted approval to hire, you can extend a formal offer to the selected candidate. SASSC will create offer letter and provide to hiring department contact. On or before the employees first day they must attend RightStart where they will complete all necessary hiring paperwork. Important things to note: USF is a brand new system implemented in August Training will be available through SASSC. Please contact Tim Trowbridge to schedule USF Training Session. Due to the fact that each position and search criteria are different, they are being handled on a case by case basis. When you are ready to advertise please contact Tim Trowbridge or Angelyna Patane to schedule a meeting to go over the details of the position and a walkthrough of the advertisement/recruitment functionality of USF. STUDENT AFFAIRS COMPUTING NEW USER ACCESS Many new employees require network and access. Please follow the steps below to request and establish New User Accounts: 1. Complete Student Affairs Computing New User Access Form (Attachment F) and send to Tim Trowbridge, SASSC, RAR SASSC will submit request for network and access to Student Affairs Computing based on the information provided on the New User Access Form. 3. Employee must have an Employee ID established in GEMS before a request can be submitted to Student Affairs Computing. 4. Once the user account has been established, an will be sent to the employee s supervisor containing user name, address, and temporary password. Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 10 of 17

11 Important things to note: It takes Student Affairs Computing and Information Technology 48 hours to establish new user access from the time the Employee ID is created in GEMS. All fields on the Student Affairs Computing New User Access Form must be completed or it will be returned to the hiring department for completion. Please note that you will need to list all of the network drives and folders that the employee will need access to. Example: P Drive/SASSC HR. New users will not have access to network folders unless it is specified on the New User Access Form. Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 11 of 17

12 ATTACHMENT A Student Affairs Shared Services Center Employee Action Form Today s Date Employee Name: Employee ID: Department Name: Department ID: Supervisor s Name: Supervisor s ID: Street Address: City: State: Zip Code: Type of Employment: Student OPS FWS Non-Student GA Has employee worked on campus in the past year? YES No Is employee working on campus now? YES No If the above answer is yes, please answer the following questions: Department: Authorized Hours: NEW HIRE *Employees may not begin working until officially hired by the University Start Date: Hours: End Date: Salary: REAPPOINTMENT Start Date: Hours: End Date (optional): Salary: SALARY INCREASE Effective Date: Current Salary Rate $ New Salary Rate $ HOURS Effective Date: Current Hours: New Hours: TERMINATION Employee Termination Date: SASSC Contact Information Mailpoint: RAR235 Phone: (Tim) (Angelyna) Fax: Supervisor Signature Accountable Officer Signature 02/2010 Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 12 of 17

13 Attachment B Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 13 of 17

14 ATTACHMENT C Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 14 of 17

15 ATTACHMENT D Division of Student Affairs Rationale for Hiring Freeze Exception Form (This form must be submitted with personnel paperwork) Department: Position Title: Any requests for exceptions must include the following information: 1. Specific reason for the exception, including the direct impact on core and essential business operations. 2. Show how suspending, delaying, or freezing requested action would negatively impact on essential or critical business operations. 3. Show that other methodologies and/or options have been explored and exhausted. Department Director Signature: AVP Signature: VP Signature: President s Signature: Date: Date: Date: Date: Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 15 of 17

16 ATTACHMENT E Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 16 of 17

17 ATTACHMENT F Student Affairs Computing New User Access Form Complete and send to Tim Trowbridge, RAR235 Date: Employee Name: Department: Supervisor Name: Building and Office Number: Drives and Folders: (Example: P Drive: SA-SASSC, U Drive: Personal) ***New Users cannot be created until the Employee ID is generated by Human Resources. Please allow three business days for processing after the Employee ID is created. User name and password will be sent to supervisor via . *** Please Read Carefully: USF Computer and Network Access Agreement The computing and network facilities within the Division of Student Affairs are a vital component of the student's, staff's, and faculty's environment. Each person using these computers must be considerate of other users. Activities that damage or impede the work of other users are of particular concern. Such activities are discourteous and illegal. The State of Florida has laws which hold that unauthorized use (including accessing another user's account) leading to offenses against intellectual property and/or computer users, is a felony. Besides civil penalties that can include imprisonment of up to fifteen years and fines, the college and/ or university may impose administrative penalties and sanctions against those found to have violated the law. The University of South Florida wishes to provide open access to students, staff, and faculty, with as few restrictions as possible. Courteous and thoughtful computing will minimize the need for regulations and annoying security procedures. Last edit: June 11, 2010 Employment and Recruitment procedures subject to change Page 17 of 17