Transcript Academic Year Hires and Rehires

Who Is Eligible To Work?
• Academic Year - Students taking a minimum of 2 courses in the
semester they are working
• Summer – students of TCNJ or another institution
• Year Round - Students who can provide required
documentation:
– See back of I-9 form
• Students must be at least 16 years of age. Students younger
than 18 are required to secure Working Papers.
• International Students
– Need to contact Jon Stauff in the Center of Global Engagement to get a letter
confirming their J-I Status, and then apply for a temporary SS card.
MAC Users must
use SAFARI
Post A New Job
1.
If you only have posting permissions for one department,
you will not see a ‘Filter Employers’ box. This only appears when
you have posting permissions for more than one department.
2.
If you have posting permissions for more than one
department, select the department for which you want to post a
job. If not, proceed to the next slide.
1.
Click ‘Add a new job…’
1.
Click ‘Add a new job…’
“Add A Job” Process – Continued
1.
Choose a Primary Contact person from the list. This will be the person who receives e-mail when a student applies for
the job.
2.
If you wish to designate a secondary contact, select the person’s name from the list and click the
‘Add >>>’ button.
3.
Please Note: If you’re an Employer that works in a department that lists Stipend and/or Special Rate jobs, you will be
presented with a “Stipend / Special Rate’ job “Yes” or “No” question. Otherwise, you won’t see this field at all.
4.
You may optionally enter an E-mail Address and a Work Location.
5.
Lastly, click ‘Submit’ to continue.
How to add a new question to the
institutional default job application
You may add questions to the
institutional default application, if
approved by the site administrator, to
ensure you get the best candidate for
your job.
To do so, select a type of question from
the drop down menu (i.e. Single Line
question, Multiple Line Question,
Single Choice , Multiple Choice, or
Section Heading) and click “Insert”.
Note: For single or multiple choice
questions, please ensure the options
(i.e. yes or no for a single choice
question) are comma-separated.
When you are completed with
managing the application, click the
“Click here when finished” button.
1.
Select ‘As soon as possible’ from the list on question #1 if you want the job to be reviewed for approval
immediately. However, If you want to save the job for later, select ‘Later, I need to review it myself later’. The
job will go to Storage for later review.
2.
Select ‘ Yes ’, immediately, from the list on question #2 if you want the job to be listed immediately upon
approval.
Select ‘No, put it into Storage for me’ if you do not want applicants to apply because it is a very specific job
and you already know who you are hiring. This option will let our office know to put it in “Review “ and you
can hire student as a walk-in
For the question, #3 select “Until I close the job"
Then click “Click here to finish and the job will be sent to the Career Center for Approval
3.
4.
The College of New Jersey restricts the hiring and supervision of one family member by
another, including those cases where one employee may be in the line of supervision of
a relative* at a divisional or executive level. This restriction also applies to supervisors
and subordinates who are cohabitating or dating. It is the responsibility of both
supervisors and applicants to report the names of any relatives in departments or
divisions to which the candidate has applied.
The College reserves the right to reassign relatives working in the same department
whenever there is the potential for a conflict of interest.
* For purposes of this policy, “relative” means: an individual’s spouse or the individual’s
or spouse’s parent, child, brother, sister, aunt, uncle, niece, nephew, grandparent,
grandchild, son-in-law, daughter-in-law, stepparent, stepchild, stepbrother, stepsister,
half-brother or half-sister, whether the relative is related to the individual or the
individual’s spouse by blood, marriage or adoption.
1.
Once your job has been approved by the Career Center, you will receive an email
notifying you that your job was approved and of the College’s Nepotism Policy
•
The first step in the re-hire and re-posting process is to find the job in your queue
•
Then click on the job update the status to “storage” this will remove all your old applicants from last
academic year.
Then click to close the job.
Once the job is closed you must bring it back into either “review” or “listed” if you will have more
openings than what you are rehiring for. “Listed” will make the job visible to the students “review”
will not. When considering how many openings you have make sure you count your re-hires as well
as your new hires. Contact the Career Center to get the exact dates for each Academic year and
summer term.
The shot shows you the fields which need to be updated. You can also edit your job description here if
you wish. And the maximum hours a student can work during the academic year is 15 hours. The
number of position you need to put in is: your rehires + you new hires. Also remember to pick from
the queue any other person who should be able to view you applicants and make sure you put
Academic year. When you are finished, hit “submit” which is at the bottom of the screen.
Submit
This is the screen you will see once your changes have been approved
and you click on Manage job then you will click “Hire a student” for
your rehires.
On this screen you will put in your rehires as “walk –ins” usually putting just the
last name will bring up the student’s name. Then click on “Go to step 2”
Here you can see that I put in “Sanders” and it gave me a choice because
there are more than one person with that last name. The student who I am
hiring is “Catherine Sanders” so I click that radio button and then hit
“select student”.
This screen will come up and will let you know that you have not accidently
hire this student more than once. If you had already hire this student, a Red X
will appear. Then you need to click “continue to next step”.
You will see this screen make sure your dates and hours are correct. And since Catherine is a rehire make sure you pick that from the drop down window! This will be the only way we will
know to give your student a raise.(note raise are give at the beginning of the Academic year
only.) Then click “continue to Time Sheet” and follow prompts.
From the drop down box pick the time sheet that matches the job for which you
are hiring this student.
On this screen make sure you have the correct primary supervisor and you MUST have a secondary
supervisor. If there is no one in your queue, please arrange with someone in similar department who can
be your back up and then contact the Career Center and we will arranger for them to have access to your
time sheets also in the “Pay Schedule” Choose “TCNJ Bi- Weekly Pay Schedule” Then click “create hire”
Once you click “create hire” , the system will bring you back to your “Hire Confirmation”
screen and on that screen you will also have a line that says:
Return to Job Control Panel . Click this and repeat the process for each of your rehires.
Once you have completed your rehires and now want to post your job for the fall you will
need to move your job into “Listed” status. Just click on “Listed” as shown by the arrow
on this screen shot.
You now will see this screen again but now the status of you job is “listed” and
students will start applying to your position. Where it says “ View applicants”, you
will see how many applicants you have and be able to view them and hire
them(Please note: August 1 to September 30 FWS students will have a priority for
any position to which they apply)
Student Work Hour Limits
• No more than 15 hours/week during semesters
• No more than 40 hours/week during semester breaks
• Minors under 18 years old
– No more than 6 consecutive days
– No more than 8 hours/day
– No more than 5 continuous hours without an interval of at
least 30 minutes of unpaid break
– No more than 40 hours/week during semester breaks
Expectations of the
Supervisor
• Remember they are students first!
• Establish a work schedule
• Be as flexible as possible when considering schedules
and requests for changes
• If you need to make schedule changes, give as much
notice as possible
• Make sure they understand that now there are
electronic time sheets that need to be filled out. And
they are expected to post their times
• Set clear expectations of students. Give students not
meeting those expectations a chance to improve.
Expectations of the
Student Employee
• Treat campus position as a “real” job
• Conduct themselves responsibly
• Communicate with supervisor if having difficulty with
schedule and/or job duties
• Give the supervisor as much notice as possible for
requested changes
• Inform supervisor if working more than one job to
ensure total hours don’t exceed limit
Expectations of the
Student Employee
• Treat campus position as a “real” job
• Conduct themselves responsibly
• Communicate with supervisor if having difficulty with
schedule and/or job duties
• Give the supervisor as much notice as possible for
requested changes
• Inform supervisor if working more than one job to
ensure total hours don’t exceed limit
Academic Year Hires and Rehires
This is a review for how to post jobs for you new hires in the Fall and to
rehire your returning student workers.
Also please be aware that any new student hire who have never worked on campus
must complete an I-9 form BEFORE they are allowed to work. You will know when
your student hire has completed all their paper work because you will receive and
email from [email protected] informing you and your student that he/she can start
work and that there will be an electronic time sheet in the system for them to fill out.
Remind your students that it is their responsibility to complete I-9 and to fill out
electronic (send them to this link for a tutorial:
http://payroll.pages.tcnj.edu/timesheetx/time sheets.
Here is the link to the complete list of accepted documents for the I-9:
http://career.pages.tcnj.edu/files/2013/03/I-9-pdf.pdf the list of acceptable
documents are on p.8