Hiring a UCCS Student Employee from Beginning to End. B: Complete Student Employee Position Offer (SEPO)

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1 1 Hiring a UCCS Student Employee from Beginning to End This guide is intended for use at UCCS specifically for the hire of student employees. This guide will be used in the case of any new hire, rehire or additional job at UCCS. Any termination or wage change will be completed using the applicable forms available on the Student Employment webpage. A: Selecting a student employee 1. Log into SEAN and post your job. This process has not changed in HCM Interested students will apply for the job and you will interview and select a candidate for hire. 3. Verbally notify the selected student that they have been selected for hire pending completion of all required paperwork including the required background check(s). 4. Complete the Background Check Authorization form and return to HR with student s signature. Do not proceed until background check has cleared. 5. Send student to visit the Student Employment Office in Cragmor Hall 104 for required orientation and to provide required documents for I-9. B: Complete Student Employee Position Offer (SEPO) 1. Supervisors or hiring managers should provide the SEPO to the Payroll Liaison via the PDF form provided by Student Employment. 2. The SEPO should be signed by the student and supervisor after the student has cleared any required background check. 3. The Payroll Liaison should verify that all required information has been provided by the supervisor before attempting to create the position in HCM. C: Creating a position in HCM 1. The next 10 pages include all steps required to create a position in HCM. 2. If you have questions or get stuck on any step, please contact Student Employment.

2 2 C: Creating a position in HCM This guide is intended for use at UCCS specifically for the hire of student employees. This guide will be used in the case of any new hire, rehire or additional job at UCCS. Any termination or wage change will be completed using the applicable forms available on the Student Employment webpage. Please log in to the Portal and Access HCM prior to Step 1. STEP 1: Navigate to Position Info 1. Navigate to Add/Update Position Info. Go to HCM Community Users dashboard:navbar>cu Resoureces>Business Tools>HCM>Employee Self Service>HCM Community Users 2. Click on the Non-Pay Actions tile. 3. From the menu on the left, select Position Management>Add/Update Position Info. Then Add/Update Position Info page appears:

3 3 STEP 2: Enter Position Info/New Position 1. Click the Add a New Value Tab caution do not enter a position number, leave the default of HCM will assign a unique position number after you save your request. 2. Click Add. The position page appears at the Description tab note the system displays as the position number until you save. It also displays a Position Status of Approved, which will change to Proposed after you enter a Department later in the procedure. Do not enter a position number. 3. In the Effective Date box (located in the Position Information section) type or select an effective date. This date should be the first day of the month prior to the start date. (Example: If start date is 2/9/2017, Position Effective Date is 1/1/2017). 4. From the Reason box, keep default of NEW. 5. Locate the Job Information section on the page. In this section, the Business Unit will default based on you security, which determines the workflow routing for your campus. 6. If you need to change the Business Unit, from the Business Unit box, click the look up and select your campus.

4 4 7. Enter the Job Code 4106 and press tab (the system will populate the remaining fields). 8. From the Re/Temp list box select Temporary. 9. Press tab to move to the Full/Part Time box, select Part Time. Allow the Regular Shift field to default to Not Applicable. Leave the Union Code field blank. 10. The Title field will display the default student assistant title. You MUST change this to the Working Title. (Examples: Lifeguard, Receptionist, Tutor). 11. Locate the Work Location Section on the page 12. In the Reg Region field, leave the default of USA. 13. Either type in or click the Department look up and select the correct department code. After you enter the Department, the Position Status updated to Proposed. 14. Press Tab to move to the Location field, this will display the location according to the selected Department code. 15. In the Report to field, type a value or select from the look up. The Report To value is the position number of the supervisor to whom this position reports to. 16. Locate the Salary Plan information section on the page. 17. Allow Salary Admin Plan, Grade, and Work Period to default. Do not edit these fields. 18. Leave Standard Hours at the default for the Job Code Be sure the FLSA Status is Non -Exempt.

5 5 19. Click the Specific Information Tab. 20. Do NOT select the Update Incumbents box when creating a position. If this box is selected on a new position it will cause an error. 21. Under the Education and Government section, select Student Hourly. 22. Click the CU Position Data tab. Enter the Campus Box for the selected Department. 23. Click Save at the bottom of the page. The system displays SAVING in the top right corner and then displays the CU Funding Entry Page with the position number and effective date populated for your saved position. Record this position number on your SEPO in the section titled Position Number. * If you get a warning about number of subordinates this is a warning that can be clicked through.

6 6 24. In the New Distribution Data section, enter the Speedtype and Percent of Distribution. Budget Amount is blank for a new position. 25. Click the plus button if you need to add rows for different funding distributions, the total percent of distribution must equal Click the Save/Submit from the CU Funding Earnings tab. HCM saves the funding entry and returns you to the Position Information page. Note the new position number on your SEPO under the position area if you have not already done so. Be sure to confirm the funding posted in the Position Funding History. 27. Click Submit. The workflow associated with the Business Unit and job code will appear. * For a new position there are no incumbents and the incumbents warning can be clicked through. U00063 The position is now in the submitted status and will flow to Student Employment for approval. Approval will happen as quickly as possible but could take up to 3 business days. Once approved Student Employment will the person who submitted the position that it is approved and they can then build the Non-Person Profile (NPP). Those steps follow. If your position is denied please utilize the Employee Services guide starting on page 9 found here:

7 7 STEP 3: Enter Non-Person Profile NPP 1. Search for the position that you entered and is now approved. 2. From the Reason dropdown, select Vacant Position. Profile Type: Temp/Student NPP. 3. Choose the effective date for the position, this date must be at least one day prior to their start date. 4. Click Next and the EPAR Position Change Page appears do NOT make any changes to the position page!

8 8 Update*- Fill the NPP Description with the Working Title and the NPP Short Description with SA6. 1. Select YES on the following options to update: Position Summary (required) HR Consultant (defaulted to Yes) Required Training (required) Background Check Types (required) 2. Click Next.

9 9 epar NPP - Position Summary & HR Consultants 1. Under the New Position Summary section, click the Add New Position Summary link. 2. In the pop-up window, enter New for the Type of Review. 3. DO NOT CHECK THE BOX THAT SAYS FEED TO CU CAREERS. 4. Enter the complete and detailed job description into the Job Summary field. Please limit your included job description to 1325 characters. Note: You may include a longer job description in the student s personnel file if needed. 5. Click OK to close the pop-up and save the Job Summary. 6. Under the New HR Consultants section, click the Add New HR Consultants link. 7. In the pop-up window, type in and tab out of the box. It should say UCCSStudent. 8. Click OK to close the pop-up and save the HR Consultant. 9. Click Next.

10 10 epar NPP - Required Training 1. Under the New Required Training section, click the Add New Required Training link. 2. In the pop-up window, click the magnifying glass to search for the following required trainings one at a time, in addition to any position specific SkillSoft training. U00135 DiscrimHarassment-UCCS-WEB U40058 UCCS: Conflict of Interest U40059 UCCS: Violence Prevention U00063 Information and Security F00001 Fiscal Code of Ethics Note: To add more than one training, after selecting a training, hit Apply and Add Another. 8. Once you have added all required trainings, click OK to close the pop-up and save the Required Trainings. 9. Review the trainings and ensure that all required trainings are listed. U Click Next.

11 11 epar NPP - Additional Information 1. A background check is required for all positions- please follow these steps. 2. Under the New Background Check Types section, click the Add New Background Check Types link. 2. In the pop-up window, click the magnifying glass ( ) to search for the type of background check that is required. Consult the UCCS Background Check Policy for more information about what type of check is required for certain positions. Note: To add more than one type of background check, after selecting a type, hit Apply and Add Another. 8. Once you have added all required background checks, click OK to close the pop-up and save the Required Background Checks. 9. Review the Background Checks and ensure that all required types are listed. 10. Click Next. 11. You must wait to hire the student until you have received the results and the student has passed all required checks. Do not send the SEPO to Student Employment prior to receiving notice that a prospective student employee has been cleared.

12 12 D: Send SEPO to Student Employment 1. Send the completed Student Employment Position Offer form to Student Employment once you have created the position in HCM. 2. No student employee will be hired without a completed and signed SEPO. 3. Note: Do not send SEPO before any required background checks have cleared. F: Personal Information Collected from Student 1. The student should visit Student Employment in person to complete a required orientation and submit any required I-9 documentation. 2. Do not send student to complete this paperwork unless they have cleared any required background check. 3. A student will still need to have a completed I-9 and required documentation on file with the Student Employment Office before they can begin working. G: Student is Hired in HCM 1. Student Employment hires student in HCM. H: Student is Eligible to Begin Working 1. Once all required steps have been completed the student employee is eligible to begin working. 2. Do not allow a student to begin working without having completed all required I-9 documentation in person in the Student Employment Office. 3. Any student who is allowed to begin working before having their I-9 verified by the Student Employment Office is working unlawfully.

13 13 I: Supervisor Begins Personnel File 1. The supervisor should create a personnel file that contains all of the following: New Student Employee Check-In Procedures Check-out sheet (upon termination) Class schedule for any semester worked, class days and time must be listed Signed student employee Electronic Signature Statement Signed employer Electronic Signature Statement Printed and signed copies of SEPO and any Wage Change Offers or Termination Notices Evaluations. Required at least once per year, upon termination for any student who was not yet evaluated, and for any student who has received a change in status or rate of pay. Evaluations should be completed upon termination for any student not previously evaluated regardless of the amount of time worked. 2. The personnel file may be audited by the Student Employment Office on an annual basis. J: Student Employment Office Student Employment is here to help. If you or your student employees have questions about any step in this process, please contact Student Employment at (719) , sepayrol@uccs.edu, or visit us in Cragmor Hall Room 104.