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Steps for Hiring Students
1) Review of Applications - Scheduling of Interviews
- Supervisor listed on ER may, at any time during recruitment,
search for applications by student ID, name, ER number, title, work-study
status, "submitted before" and "submitted after" dates.
- Supervisor may click student email link to schedule interview.
- Supervisor may print application for potential candidates.
- Supervisor should update the application status to help keep track
or to send a "Not hired" email to the student.
(see Applications)
2) Supervisor Initiates Hire action
- Supervisor agrees to hire student and clicks the "Start Hire"
button at the bottom of the application
- Supervisor checks that all information is correct, especially the
account number.
- Supervisor verifies or changes start date, end date and estimated
hours per week.
- Supervisor clicks the "Complete Hire" button. The
student is now hired. Before clicking "Complete Hire", you
may cancel the hire action. Afterward, you must contact your HR Service
Tenter to inactivate the hire.
- Supervisor is then given options to:
- Expire the ER, if it is currently posted
- Mark all reviewed applications either Not Selected or delete them.
Note that only applications that were previously reviewed are updated.
- An On-boarding email message is automatically
sent to the newly hired student.
3) Getting the student on Payroll
- When the "Complete Hire" button is clicked, there
are basically three different scenarios:
- Student is already active in the payroll system (PPS) and may
start work as of the start date indicated. The service team
will complete the PPS data entry. Do not send the student
to the Career Center in this case, no blue card will be issued.
- Student is NOT active in PPS. Student must come to the Career
Center with the required documents
to complete payroll signup. A "Blue Card" will be issued
to the student so the supervisor can confirm they have completed
the signup process. Student may not start work before signup
is completed.
- Student already has one or more work-study jobs and must log on
to the student ER system to complete a work-study split form. Email
notices are sent to all contacts when the split is completed.
SPECIAL CASES:
Student Returning to Same Job in Fall
Non-work-study students will be extended through the next academic
year by the HR team's "extension process".
Work-study students returning to the same job they had last year
must be re-hired each year. They are not required to re-apply on-line,
but work study award usage must be clarified before you complete a hire
action for the current year. Work-study awards shown on any student application
are always current.
- Supervisor may use previously submitted student application to click
"Start Hire", then "Complete Hire"
for current year.
- Service team or supervisor must consult with student regarding usage
of work-study for current year.
Re-Classification
Students must be hired again for an approved ER with the new job description.
See below.
New Job in Same Unit
HR service teams may be able to generate a Hire action for the new job
from an existing application in the case of re-classification or a new
job within the same unit.
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