Student Recruiting/Employment Step-by-Step Guide Creating a Job Requisition When to use: Job Requisitions MUST be created for each position you have available BEFORE you can hire a student. Students will be applying through the postings you create. 1
Step-by-Step Guide Creating a Job Requisition Note: If the positions you have available can be filled by both Work Study and Non-Work Study students, this process of creating Job Requisitions will need to be done twice, once for the Work Study Positions and once for the Non-Work Study Positions. When creating the requisitions, since you likely won t know in advance how many Work Study and Non-Work Study students you will be hiring, enter the total number of positions you have available on each requisition. 1. Log in to Workday. This is the home screen. Click on the Recruiting icon. a. If you do not see the Recruiting icon, please contact the Student Employment Administrator at 617-521-2182 or owensc@simmons.edu. 2
2. Click on Create Job Requisition. 3. The Supervisory Organization should autofill. If you have multiple Supervisory Organizations, type your name in the search box and choose the org you want the requisition to fall under. If you would like a specific student supervisor organization, please contact Chelsea Owens at 617-521-2182 or at owensc@simmonse.edu. 4. Click on the Create New Position button. Then click OK. 3
Recruiting Information 1. Click on the pencil to open up the fields. 4
2. Number of Openings: Enter the number of spots you have opened for this position type. If spots could be filled by both Work Study and Non-Work Study students, you ll need to create a Job Requisition for BOTH worker types. On each Job Requisition, enter the total number of spots you have available. Please Note: once you have hired the total # of openings you entered, the job will close and you cannot hire anyone else into it. 3. Reason: Select Create Job Requisition>Net New from the drop down. 4. Replacement For: Leave blank. 5. Recruiting Instruction: Leave blank. 6. Recruiting Start Date: enter the date you ll begin recruiting (usually today s date) Note: if you use a future dated Recruiting Start Date you will not be able to make changes to the requisition or post it until the Recruiting Start Date. 7. Target Hire Date: Enter the date you ideally want the position filled. 8. Target End Date: Enter the date the position will end or leave blank if it s not known at this time. 9. Referral Details: Leave blank. 10. Click on Next. 5
Job 1. Click on the pencil in each section to enter job details. 2. Job Posting Title: enter the job title using the following format: Dept/Function Name Assistant Student (WORK STUDY/GENERAL) Examples: Admissions Assistant Student (WORK STUDY) Finance Assistant Student (GENERAL) Note: The WORK STUDY label means that only students who have been offered work study through Student Financial Services as part of their Financial Aid package should apply for these positions. Please confirm with the student if they have Work Study before hiring them for a Work Study Position! The GENERAL label means that any enrolled Simmons student may apply for these positions. 6
3. Justification: Leave blank. 4. Job Profile: Type student worker in search box and hit enter. 5. Select the appropriate worker type by clicking the button. Student Worker Non-Workstudy FT Course Load: use this for GENERAL postings. Student Worker Non-Workstudy PT Course Load: use this ONLY if you already know who you will be hiring in to the position and you know that they are a part-time student. Six or less credits is considered part-time. Student Worker-Workstudy Off Campus: use this for a Work Study requisition if you are an off campus supervisor. Student Worker-Workstudy On Campus: use this for a Work Study requisition if you are an on campus supervisor. 7
6. Job Description Summary: Leave blank. 7. Job Description: Type or paste the job description here. This is what will be seen in the job posting. Be sure to include any special instructions on how to apply (e.g. send e-mail expressing interest, attach resume in application, etc.) 8. Additional Job Description: Leave blank. 9. Worker Sub-type: Type Student and click enter. 10. Time Type: Always Select Part time. 11. Primary Location: Always Type Main Campus and click enter. 12. Additional Locations: Leave blank. 13. Additional Job Posting Locations: Leave blank. 14. Scheduled Weekly Hours: Always change to 0. 15. Work Shift: Leave blank. 8
Questionnaire 16. Link to Evergreen Requisition: a. If you are using an Evergreen Req to post the job (because you have multiple spots to fill) select the Evergreen Req to attach this Job Req to. b. If you are NOT using an Evergreen Req to post job leave this blank. 17. Compensation Details: Compensation Grade should default to Student. 18. Internal Career Site-Primary: Select Student Employment Application. 19. Internal Career Site-Secondary: Leave blank. 20. External Career Site-Primary: Select Student Employment Application. 21. External Career Site-Secondary: Leave blank. 22. Click Next. 9
Organizations 1. Click on the pencil in each section to edit. 2. Company: Type Simmons College Company and click enter. 3. Cost Center: Enter 405000 for Off Campus Work Study. 4. Program, Fund, and Line of Business will autofill. 5. Optional Time Reporter Exception: Leave blank. 6. Click Next. 10
Assign Roles 1. Assign Roles: Click Add. 2. Role: select Primary Recruiter. 3. Assigned to: Type your name in the search box. Hit enter. 4. Click Next. 11
Summary 1. This is a summary of the details you just created. Review and make any necessary changes. 2. Click Submit when finished. You will then be prompted to change organization assignments for the position. Please do not click done on the next page. Manager A 1. Click (If you accidentally click Done, the task will be saved in your Workday inbox to complete the requisition and you may access the next screen by clicking on the link in your Workday Inbox) 12
Organizations 1. Company: Type Simmons College Company and click enter. 2. Cost Center: Enter 405000 for Off Campus Work Study. 3. Program, Fund, and Line of Business will autofill. 4. Optional Time Reporter Exception: Leave blank. 5. Click Submit. You will then be prompted to enter compensation information for the position. Please do not click done on the next page. 13
Request Default Compensation Manager A 1. This screen will take you to the area to assign compensation. Click Note: if you accidentally click on Done, the task will be saved in your Workday inbox to complete the requisition and you may access the next screen by clicking on the link in your Workday Inbox. 2. Scroll down to the Hourly section at the bottom of the page and click on the pencil. DO NOT enter data in the other sections. 14
3. Amount: enter hourly pay rate. 4. Currency: Should auto fill to USD 5. Frequency: Should auto fill to Hourly 6. Click Submit. You will then be prompted to post the position. Please do not click done on the next page. Post Job Manager A 1. This screen will take you to the area to post the job. Click on a. Click skip if this position is linked to an Evergreen Posting, or if you do not want to post the job. Note: if you accidentally click on Done, the task will be saved in your Workday inbox to complete the requisition and you may access the next screen by clicking on the link in your Workday Inbox. 15
1. Please post the job both internally and externally so current student workers as well as new students can apply. Click the plus sign ( ) in the top left hand corner of the box to add a row. For first row 1. Job Posting Site: Select External > Simmons Student Careers. 2. Job Posting Start Date: Enter the date you want the position to be posted. 3. Job Posting End Date: leave blank. 4. Primary Posting: leave blank. For second row 1. Job Posting Site: Select Internal. 2. Job Posting Start Date: Enter the date you want the position to be posted. 3. Job Posting End Date: leave blank. 4. Primary Posting: leave blank. 2. Click Submit. The requisition is now created and posted to both the internal and external student careers sites so current student workers as well as new students can apply. To view the requisition, you can search the requisition number in the search bar (i.e. R01234) and make sure you ensure the category on the left hand side is All of Workday Note: If the positions you have available can be filled by both Work Study and Non-Work Study students, this process of creating Job Requisitions will need to be done twice, once for the Work Study Positions and once for the Non-Work Study Positions. When creating the reqs, since you likely won t know in advance how many Work Study and Non-Work Study students you will be hiring, enter the total number of positions you have available on each req. 16