On-campus Student Employment/Aggielink Presentation

Transcription

OCS, DHR, & Financial Aid Office
On-Campus Student Employment
North Carolina Agricultural and Technical State University
Overview
Student Success
Office of Career Services
»Aggielink Demonstration
Department of Human Resources
»Student Employment HR Business Process
Office of Financial Aid
»Work Study Business Process
Wrap-Up/Questions
www.ncat.edu
2
Student Success
One of the key strategic priorities for the 2015-2016
academic year and an integral part of Preeminence
2020, which sets the long-term strategic course for
North Carolina Agricultural and Technical State
University.
»Aggielink
Aligns work with expected student outcomes
Creates professional development relative to career and
graduate education readiness while meeting their financial
obligations
Enhances undergraduate and graduate employment model
creating ease of access via preferred student business
processes and university systems
www.ncat.edu
3
On-Campus Student Employment:
Registration/Job Posting Instructions for Campus Employers
Purpose:
The purpose of this training is to demonstrate how to
use Aggielink to post on-campus positions. Aggielink is
the career services on-line job portal which is available
to all N.C. A&T students.
Participants will learn how to:

Navigate the Aggielink on-line portal
Register through Aggielink (create an account)
Post on-campus positions
Edit their account/profile
View applicants
www.ncat.edu
Office of Career Services | Suite 101 Murphy Hall | (336) 334-7755 | www.ncat.edu/careerservices | [email protected] | ncat.edu | Updated
7.15.2015
5
Login to: www.ncat.edu/careerservices
Click Faculty/Staff
www.ncat.edu
7.15.2015
6
Welcome Faculty/Staff
Click
Aggielink/Student
Employment
www.ncat.edu
7.15.2015
7
1st time users click
“Register And Post Job”
www.ncat.edu
7.15.2015
8
Complete all sections with a red asterisk and the
sections circled in red.
Complete all sections with a red * and the
sections circled in red.
Put NCAT in front of your organization name to allow the students to easily
search for on-campus positions. Ex: NCAT – Office of Career Services
You may copy and paste this
information from an existing
job description. Make sure
you spell check the
information prior to pasting.
www.ncat.edu
7.15.2015
9
Leave all of the boxes checked
www.ncat.edu
7.15.2015
10
Use your N.C. A&T
campus address.
This phrase is case sensitive. If you cannot
decipher it, click Regenerate Image until
one appears that is understandable.
Next
www.ncat.edu
7.15.2015
11
www.ncat.edu
7.15.2015
12
Select Option 1 or 2
Option 1
(NCAT Approved Federal Work Study) Option 2
Option 1 NCAT-On-campus jobs: Any student who meets the qualifications
outlined by the campus managers can apply for this position.
Option 2 NCAT Approved Federal Work Study: Only students who have
been awarded work study AND meet the qualifications outlined by the
campus manager can apply for this position. NOTE: It will be up to the
hiring manager to verify that the student(s) selected has approved work
study. Contact the Office of Student Financial Aid for additional
information (336-334-7973).
www.ncat.edu
7.15.2015
13
Once the pay range is selected a
description will appear outlining
the skills necessary to justify the
desired salary for this position.
You may copy and paste this information from an existing job
description. Make sure you spell check the information prior to
pasting. If this position is for a work study student, please
indicate it at the beginning of the job description.
www.ncat.edu
7.15.2015
14
Check all that apply, if any.
Enter any additional
documentation required if
“other” was checked above (i.e.,
class schedule).
Click “select” to view a calendar
Click “select” to view a calendar
www.ncat.edu
7.15.2015
15
Hourly Wage must coincide with the compensation guidelines
outlined in the POSITION INFORMATION section (previous slides).
Example 1:
Monday – Friday (time frame to be discussed;
based on class schedule)
Example 2:
Monday – Friday; some weekends & nights (time
frame to be discussed; based on class schedule)
www.ncat.edu
7.15.2015
16
To select more than one,
hold down the control key
continuously until you
select all of the applicable
majors. (New and old
majors are included in the
dropdown list).
If you are not certain about the
appropriate status(es) to select, contact
the Office of International Affairs (336334-7551).
Previous
Done
Cancel
Click previous to make any changes
or done to finalize your posting.
www.ncat.edu
7.15.2015
17
Within 48 hours, two emails will be sent to you from NCAT Symplicity
1.
The first email (Welcome to Symplicity) will contain a link to allow
you to set your password.
2.
The second email (Non-OCR Position Approved) will let you know your
job posting (only) has been approved.
If you do not receive the email containing your password within 48 hours, contact the OCS.
OCR = On-campus Recruiting (posting, scheduling applicants, and interviewing on-campus through Career Services)
Non-OCR = posting a position only (to convert to an OCR position, contact Marketta King at [email protected])
www.ncat.edu
7.15.2015
18
Once you set your password, you may log in to
your Aggielink Account to:
• Update your account and/or profile
• View/edit job postings
• Create a new job posting
• View applicants who applied to your posting
www.ncat.edu
7.15.2015
19
Login to: www.ncat.edu/careerservices
Click Faculty/Staff
www.ncat.edu
7.15.2015
20
Welcome Faculty/Staff
www.ncat.edu
7.15.2015
21
www.ncat.edu
7.15.2015
22
To check the status of your posting, view applicants, post another job, update your account, and/or profile.
OCR = On-campus Recruiting (posting, scheduling, and interviewing on-campus through Career Services)
Non-OCR = posting a position only
www.ncat.edu
7.15.2015
23
CONGRATULATIONS!
YOU HAVE COMPLETED YOUR
REGISTRATION AND JOB POSTING
www.ncat.edu
7.15.2015
24
Thank you for participating in this training. If you have any questions
about Aggielink, contact the Office of Career Services Employer Relations
Team:
Suite 101, Murphy Hall
(336) 334-7755
Marketta King
Scheduling Coordinator
[email protected]
Sherry Thibeaux
Administrative Support Associate
[email protected]
Cynthia Downing
Associate Director of Career Services
[email protected]
Joyce Edwards
Executive Director of Career Services and Experiential Learning
[email protected]
www.ncat.edu
7.15.2015
25
Division of Human Resources
Student Employment HR Business Process
Agenda
Student Employment Requirements
New Hire To Do List
Form I-9
Reminders
Student Evaluation
Contact Information
www.ncat.edu
27
Student Employment Requirements
Students must be enrolled at the university.
Students cannot work more than 20 hours a week during Fall
and Spring Semesters and are not permitted to work during
class time.
Non-Federal Work Study student employees may work during
Fall and Spring Break if departments request and budget for it.
Student employment paperwork must be submitted by the
department with the correct account code.
28
www.ncat.edu
Student Employment Requirements - Forms
Internal Salary Authorization Form (ISAF)- Account Codes 61112, 61310
» When completing this form, be sure that the dates of employment /
number of months, match the same information indicated on the
Graduate Assistantship Contract.
PD440 Student Employment Recommendation Form
» If hiring a student paid hourly, grad or undergrad, be sure to indicate the
hourly rate in Section V. If hiring an undergrad student paid
monthly/salary, be sure to indicate the monthly rate in Section V.
» Please provide the correct Account Code in Section VI that corresponds
with the method of payment for your student employee, i.e. 61450-UG
Hourly, 61452-UG Salary, 61451-GR Hourly.
www.ncat.edu
29
New Hire “To Do” List
Inquire if student has previously worked on campus? If yes,
check if tax forms and direct deposit forms require updating. If
no, the following are required:
Completion of the I-9 Employment Verification form (see I-9
Flyer for required documents)
Complete W-4 (Federal tax form) and NC-4 (State tax form)
Complete Direct Deposit form
Graduate Students only (must sign a Graduate Assistantship
Contract)
www.ncat.edu
30
What Is The Form I-9?
Form I-9 helps employers to verify individuals who are
authorized to work in the United States. Employers,
must complete a Form I-9 for every new employee hired
after November 6, 1986.
» “To comply with the law, employers must verify the identity
and employment authorization of each person they hire,
complete and retain a Form I-9, Employment Eligibility
Verification, for each employee, and refrain from
discrimination against individuals on the basis of national
origin or citizenship.”
» University could be charged $375 per violation
www.ncat.edu
The I-9 Process

Employers cannot specify what documents must be presented, but can
only suggest documents given by the Department of Homeland Security
as “acceptable documents”
Go to http://www.uscis.gov./i-9-central/acceptable-documents

Only original documents are accepted, no faxed or scanned copies.

The Federal E-Verify Program is used to verify the authenticity of the
documents presented during the completion of the Form I-9. Cases will
come back as employment verified, DHS or SSA tentative non
confirmation or final non-confirmation.
www.ncat.edu
32
Your Part In The I-9 Process

Make sure you complete and submit all new hire paperwork (at
least 2 weeks in advance) with enough time to:
» Allow Funding Departments and Human Resources to verify
and approve employment
» Allow Human Resources to communicate the I-9 requirement
with the department and employee
» Allow employee time to gather all necessary documents and
complete I-9 on or before the first day of work
(Under no circumstances should you send employees to
complete an I-9 before Human Resources has received a
recommendation for employment and notified the Department of
receipt.)
www.ncat.edu
33
Remember This:
Every approver MUST have a Proxy set by the department.
Every supervisor/approver must adhere to the payroll schedule
and deadlines for approving time via Aggie Access.
HR is NOT required to remind approvers to approve time. It
has been a courtesy up to now.
All new hire paperwork must be in HR by the 10th of each
month for salary/monthly employees.
www.ncat.edu
34
Student
Employee
Evaluation
Form
* Developed using Council for the Advancement
of Standards in Higher Education (CAS)
www.ncat.edu
35
Division of Human Resources
Staffing Services
1020 E. Wendover Ave, Suite 101
(336) 285-3773
Penny Smith
HR Specialist
[email protected]
Phyllis Thomas
Employment Eligibility Coordinator
[email protected]
Crystal Moses
Temporary Employment
[email protected]
Allison Chisholm
Staffing Services Manager
[email protected]
www.ncat.edu
7.15.2015
36
Work Study Employment Business Process
Agenda
What is Federal Work Study?
Eligibility Criteria
Referral and Authorization Form
Authorization and Earning
Requirements
Earnings & Request
Work Schedule and Training
Transfer & Termination
Contact Information
www.ncat.edu
38
What is Federal Work-Study (FWS)?
The Federal Work-Study (FWS) program provides
students with an opportunity to work part-time to assist
with their educational expenses. Work-study positions
provide students with excellent training and valuable work
experience.
Students Earn $8.00 per hour on campus and $9.00 per hour
working at off campus community service sites.
Students are paid bi-weekly and should not be paid for hours not
worked.
www.ncat.edu
39
Referral
And
Authorization
Form
www.ncat.edu
40
Eligibility Criteria
In order for a student to qualify for the Federal Work Study
program, the student must meet the following criteria:
» Demonstrate financial need as determine by the federal
requirement
» Must be enrolled as a degree seeking student
» Maintain Satisfactory Academic Progress
» Be a citizen or permanent resident of the United States.
www.ncat.edu
41
Work-Study Authorization & Earnings
Federal Work Study students must attend a workshop to receive
their assignment and information on FWS policy and procedures for
the academic year.
Students must obtain and provide the supervisor with an
Authorization and Referral Form which authorizes them to work for
the year or in some cases, the semester.
The amount the student is eligible to earn is indicated on the
Referral/Authorization Form.
It is the supervisor's and student’s responsibility to monitor monthly
earnings to ensure that the total earnings limit is not exceeded.
www.ncat.edu
42
Federal Work-Study Requirements
Students cannot work more than 20 hours a week.
Students should not work during scheduled class time, even
if the class is canceled.
It is recommended that students work no more than 10 to 12
hours per week.
If the student exceeds the maximum award for the Fall or
Spring semester, the employing department will be
responsible for 100% of the student's earning beyond the
authorized award.
www.ncat.edu
43
Work-Study Earnings & Request
Unused federal work-study earnings cannot be carried from one
employment period to the next.
Students are not allowed to be employed in more than one work-study
position at a time.
Supervisors may request specific students if the student was awarded
Work Study.
Work Study request should be submitted to Joseph Danzy at
[email protected].
Work Study funds are limited. All requests may not be filled.
www.ncat.edu
44

The student’s work period is generally the first day of classes through final
exams.

Supervisors are encourage to interview students.

Students cannot begin employment until all documents have been signed by
the supervisor and returned to the Work Study Coordinator.

Supervisors should discuss and set the student’s work schedule during the
interview process to ensure that the work schedule is conducive for all parties.

The student’s work schedule may vary based on the student’s class schedule
and the needs of the employer. Students should treat the job as an actual job
and report to work on time.
www.ncat.edu
45
The work schedule should be set each semester. If a situation occurs
that prevents the student from reporting to work on time or not
reporting at all, the student should contact the supervisor.
It is recommended that the supervisor explain the job responsibilities
and the performance expectation during the interview.
The supervisor should provide the student with the appropriate level of
training and supervision needed to perform the job.
www.ncat.edu
46
Transfer or Termination
Students are expected to be treated and perform as an
employee.
Students not meeting the expectations or following the rules and
guidelines of the office can be transferred to another department
or terminated.
Students who submits fraudulent time will be immediately
terminated and reported to the Dean of Students for disciplinary
actions.
www.ncat.edu
47
The Office of Student Financial Aid is located in the:
Dowdy Building-Room 100
(336) 334-7973
The staff in the Office of Student Financial Aid is committed to providing
the students and supervisors with quality services and to ensure that the
program is operating within Federal, State and University guidelines.
www.ncat.edu
7.15.2015
48
Wrap-Up
Student Success
»Aggielink Demonstration
Department of Human Resources
»Student Employment HR Business Process
»Work Study Business Process
Wrap-Up/Questions
www.ncat.edu
49