Hiring Student Employees

Transcription

1 There are several steps associated with hiring student employees. Some of these are managed in Workday, whereas others may be managed in Handshake (the student job posting website). Here is what the overall process looks like: This job aid will focus on the Workday components of hiring student employees: Creating a Job Requisition (which creates an open position) then Hiring an Employee directly into that position. Creating a Job Requisition To start, access the Recruiting worklet and select Create Job Requisition. There will be several screens to fill in during this process and they are outlined below.

2 Screen 1 Create Job Requisition Indicate whether you are creating a new position or filling an existing position (either an existing opening or replacing a current employee) and select Worker Type Employee

3 Screen 2 Recruiting Information The Number of Openings defaults to 1 you can change this if you have multiple (identical) positions to open The Reason field should be completed as follows: Create Job Requisition > Non Recruiting then Non Recruiting > Employee Student Position Recruiting Instruction: Other Posting Not Required (even if you plan to post the job using Handshake, you do not need to indicate that here) Recruiting Start Date: Enter today s date Target Hire Date: Enter either today s date or the date you intend to fill the position (Note: you will not be able to hire someone prior to the date you enter in this field) Target End Date: This field only applies to positions with a specific term or end date and may be left blank if it does not apply

4 Screen 3 Job Job Posting Title: Designate the title here Justification: Provide a reason for creating the opening Job Profile: Select Job Profiles then STU-Student Job Description Summary: Provide an overview of the job Job Description: Provide details about the job duties Additional Job Description: Add work hours or other supplemental information Worker Sub-Type: Select Worker Types then Student Time Type: Part Time Primary Location: All Locations then Salem, Portland, or Off Campus (as applies) Scheduled Weekly Hours: Update to reflect anticipated hours (generally <20) The Compensation Grade will fill in based on the Job Profile selected above Questionnaires may be skipped (they are not used for student employees)

5 Screen 4 Organizations Cost Center: Select Organization then the appropriate cost center Costing Fund: Select Organization then the appropriate fund (note: most employee compensation is paid through 10 General Fund ) Other: o Project WU: Leave blank o Department: Select the appropriate department

6 Screen 5 Attachments Skip this screen only direct appointments require a memo or other document to be attached. Screen 6 Compensation Guidelines: View the pay range for the position selected Hourly: Based on the guidelines, indicate the hourly pay rate in the Amount box Screen 7 Summary Review the summary screen, making any changes needed directly from this screen Note: You may get an Alert or an Error when you submit. If so, click on the notification itself for details on what needs to be corrected. Upon submission, the job requisition is directed to your manager for approval.

7 Hiring a Student Employee Once you have selected the candidate you would like to hire, you will hire them through Workday. There are two options: hire a new employee or add a job to an existing employee. To determine if this is the student s first job on campus or if they are an existing employee, search for their name in the search box on the upper left side of the screen. Type in the student s name and hit enter. The search result screen will default to the Common category (on the left side of the screen) if the student s name appears in these search results, you can click on their name and will see their employee profile. This means they are an existing employee and you will add a job through their profile (see section B). If there are no results in the Common category, click on All of Workday at the bottom of the category list. If the student s name is listed with Pre-Hire next to it, they do not yet have a job on campus and should be hired through the job requisition (see section A). A. Hiring a new student employee (their first job on campus): 1. From the Recruiting worklet, select the appropriate job requisition

8 2. Select the Actions menu, then Hire, then Hire Employee 3. All students are uploaded into Workday as Existing Pre-Hires so you can simply search for their name in the drop-down menu to pre-populate their information into the requisition (Note: If they do not appear in the pre-hire area contact WITS Admin troup for assistance at x6576 do not Create a New Pre-Hire as this could make a duplicate) 4. Enter the Hire Date and Reason at the top of the screen (generally New Hire ) 5. The Job Details portion of this screen should pre-fill for you based on the job requisition and pre-hire you selected on the previous screens review it for accuracy 6. Expand the Working Time section and fill in the Frequency as Monthly, unit as Hours, and Value with the number of months in a year the employee will be working

9 7. Expand the Additional Information section and adjust the Job Title to reflect the actual title (it will default to Student ) and the Business Title will update to match; no other adjustments need to be made in this area 8. Hit Submit 9. You will automatically receive two additional tasks Propose Compensation Hire and Change Organization assignments. You can open them directly from this screen, otherwise they will be directed to your Inbox. 10. The Propose Compensation Hire and Change Organization Assignments screens will pre-fill with the information in the original job requisition, but allow you to revisit and change them if needed 11. Once the above steps are complete, the student employee will receive login information from Workday and directions to complete new hire paperwork (I-9 form, contact information, etc.) B. Adding a job to an existing student employee: 1. Access the student s employee profile (you can search for them by name) and from the Actions menu select Job Change, then Add Job 2. Confirm the Supervisory Organization and Employee (they should pre-fill) and click OK 3. Enter the Effective Date and the Reason (New Assignment > Additional Job)

10 4. Under Job Details, select the open position that you are assigning to the employee 5. The remainder of the screen should pre-fill for you based on the job requisition review it for accuracy 6. Expand the Additional Information section and adjust the Job Title to reflect the actual title (it will default to Student ) and the Business Title will update to match; click Submit (no other adjustments need to be made in this area) 7. You will automatically receive to additional tasks Propose Compensation Hire and Change Organization assignments. You can open them directly from this screen, otherwise they will be directed to your Inbox. 8. The Propose Compensation Hire and Change Organization Assignments screens will pre-fill with the information in the original job requisition, but allow you to revisit and change them if needed 9. Once the above steps are complete, the student will have the additional job on their profile and will be able to enter time worked for this job Note: Because they were already employed at Willamette, they will not need to complete or resubmit the standard new hire paperwork (I-9 form, contact information, etc.). They may need to complete a background check, depending on their role at the university, and in those cases they will receive an from Hire Right (to either their personal or their Willamette address).