FVCC STUDENT AND TEMPORARY EMPLOYMENT

Transcription

1 FVCC STUDENT AND TEMPORARY EMPLOYMENT Supervisor Steps for Student and Temporary Employment: 1. Create a Job Description 2. Create a Job (Request Job Approval) 3. Clone a Previously Posted Job 4. Access and Review Applications, and Select Candidates to Interview 5. Hire Student and Temporary Employees 6. Student and Temporary Employee Onboarding Process 7. Terminate, Rehire, or Change Status of Student or Temporary Employees 8. Supervisor Responsibilities Relating to Student Employees

2 1. Create a Job Description Before you can initiate job request for a student or temporary employee, you need a job description. The job description will be copied and pasted into the online Request Job Approval form if you don t have one, you can t proceed. You can search for a job description in the job description template library that is similar to your job need and modify it. Or you can the HR Recruiter and request a job description copy be ed to you so you can modify it as appropriate. Once your job description is created, you are ready for the next step. 2. Create a New Job (Request Job Approval) or Cloning a Previously Job Posting Created a New Job Request Job Approval: Open Paycor and hover the cursor over the Employees button and click Applicant Tracking. Click the Request Job Approval button and complete all of the required fields (*). You are required to upload an approval document. This would be a Personnel Action Request (PAR) for Temporary or Regular positions. For Student jobs, just create a blank Word document to upload.

3 For the Job Description field, copy and paste the job description into the Job Description field. Click Next. When the Final Step box appears, provide the following information in the Posting a comment space: o Student Jobs, provided the following information: Open to All Students (if your department has funds to pay student wages) Open to Work Study Students Only (if your department does not have funds for student wages); AND Indicate the number of positions available o Temporary Jobs you don t need to add a posting comment because you upload the PAR. o Click the Submit button.

4 A window will appear confirming the Request was submitted for approval. Click on clicking here Click the Me Site Applicants 3. Cloning a Previous Job Posting: If you have posted a job in Newton previously, you can save time by Cloning that job. Open Paycor and hover the cursor over the Employees button and click Applicant Tracking. Click the cursor in the Search box and type the partial name of your position, for example: Dining, and click Job Search. Select the job you wish to Clone by clicking on the job title.

5 Click the tab (More Info) to open the Job Info screen, and then click the Clone this Job tab. You will need to review and complete/update all required fields such as the Budget Code and Uploading the Approval Document. Then you follow the steps to move forward and submit the Job Request Approval. 4. Access and Review Applications, and Select Candidates to Interview In Paycor, hover mouse over the Employees button, and then click Applicant Tracking. My Jobs will indicate the number of assigned jobs for a supervisor, and the jobs will be listed in the Active Dashboard. The number of applicants will show in the bottom box. Click the box to open the list of applicants.

6 To view an application, click on the candidate s name. Joe Nathan Joe Nathan The candidate s profile page is divided into three sections: o Application Profile contains the candidate s application materials o Process Flow outlines where the candidate is in the recruitment process o Newsfeed is a record of communications with the candidate and the Search Chair Click the Next ( ) button to move to the next candidate s application profile. On the Process Flow, click the Interview button after and select the Schedule Interview button. Add a comment in the Comment box with the date and time of the interview, and then click Save. The interview comment should indicate the date and time of the interview.

7 Click the Comment button to document any communication with a candidate. When adding comments or sending s, they must be: Objective, Only facts, no speculation Professional All comments and s are discoverable in the event of a legal challenge. The supervisor may offer the job to the student or temporary candidate at the end of the interview. 5. Hire Student and Temporary Employees After the successful candidate has accepted the job offer and a starting date has been established, the supervisor must communicate via to the appropriate people that they have hired a student or a temporary employee. The communication is very specific for hiring students and temporary employees so review this section carefully and follow the steps to ensure a smooth completion to the hiring process. Hiring Student Employees follow these steps regardless whether student is work study eligible: o From the student employee s application profile page, click the button o When the form opens, select the names of the people to receive the these names apply to students hires only: Click Nancy Hanchett s name and click TO, and then Click Denise Grabowski s name and click TO. o In the Subject space enter Student Hired o In the Message space, provide the following information: Name of the student employee hired Job title and hiring department Start date, Wage, and Hiring department budget code (provide regardless if the wages are paid by work study funds) An example of a completed form is below.

8 NOTE: When Nancy Hanchett in Financial Aid receives the Student Hired , she will confirm the student s eligibility for Work Study by sending an to the supervisor (see an example of the below).

9 Hiring Temporary Employees: o From the temporary employee s application profile page, click the button o o When the form opens, select Denise Grabowski s name and click TO. In the Subject space enter Temp Hired In the Message space, provide the following information: Name of the temporary employee hired Job title and hiring department Start date, Wage, and Hiring department budget code See example for student above. 6. Student and Temporary Employee Onboarding Process NEW EMPLOYEES CANNOT WORK UNTIL THEY HAVE COMPLETED THE FULL ONBOARDING PROCESS Human Resources will send an from Paycor inviting the newly hired student or temporary employee to complete the online onboarding process. Once the online portion is complete, the employee must bring the appropriate identification to Human Resources to complete the I 9 verification. Once the employee has completed the onboarding they may start working with the exception of: o Student employees awarded Work Study CANNOT work until both they and their supervisor have signed and returned the work study contact to Financial Aid. For Work Study Student Employees, Human Resources will Nancy Hanchett and the supervisor and let them know that the student employee has completed the onboarding process and is now ready for a contract see example below: For Non Work Study Student and Temporary Employees, Human Resources will the supervisor and let them know that the student OR temporary employee is ready to work.

10 7. Terminate, Rehire or Change Status of Student and Temporary Employees Complete the Student/Temp Status Change and Termination Authorization Form for the following situations based on the appropriate Personnel Action: Terminate: o Student Employee if the student is graduating or does not plan to return to school. o Temporary Employee if the temporary employee resigns or the temporary duration ends. Click Terminate under the Personnel Action section, and then complete the rest of the Authorization Form with what you know. Under the End Date section enter the last day the student or temporary employee worked. In the Special Instructions section, indicate: Student graduated or Student is not returning for semester, OR Temp job ended for season, etc. ReHire: o Student Employee if the student plans to return to school for the fall semester AND supervisor plans to have them return to their same student employment position. o Temporary Employee if the temporary employee plans to return to work in the same position within a year of the temporary position ending. Click Re Hire under the Personnel Action section, and then complete the rest of the Authorization Form with what you know. Under the Date of Hire or Rehire section enter the date the employee will start working. NOTE: To rehire an inactive employee to their previous position, the individual DOES NOT have to reapply if the inactive period is less than one year from their termination date. Change: o Student Employee to continue to employ a student employee after the academic year, change the student s status from Student to Temporary. Click Change under the Personnel Action section, and then complete the rest of the Authorization Form with what you know. Under the Date of Hire or Rehire section enter the date the temporary status starts. Under the End Date section, enter the date the temporary job will end. 8. Supervisor Responsibilities for Student Employees Supervisors will provide timely constructive feedback and a meaningful growth opportunity to student employees regarding their work skills and work behaviors in the workplace. Supervisors will ensure student workers are actively engaged; no use of cell phones (except in the case of emergency) or social media while the student is working his/her shift. Supervisors will ensure student employees demonstrate a commitment to the job with adherence to work schedule, effective communication/interpersonal skills, and quality customer service skills to be a representative of FVCC. Supervisors will regularly review and monitor student employee time cards to ensure: o Students enter their hours worked in Paycor daily, o Students enter their hours correctly and accurately based on the agreed upon work schedule, and o Students DO NOT work beyond 19 hours per week.

11 If a student employee with a Work Study Award works beyond 19 hours per week during fall or spring semester, those hours will be charged to the supervisor s department. Supervisors will approve student time cards within 2 business days following the end of a pay period.