1. Student Employment Process, Procedures, Roles and Responsibilities St. Petersburg College

2. Today’s Agenda Financial Assistance Services/Student Employment Office – Vacancy Requests – Student Applications & Background Checks – Federal Work study (FWS) & Student Assistant (SA) eligibility – PAARS & Student Employment Packets – Hiring Agreement Letters Hiring Manager – Online Vacancy Request – View applicants online – PAAR, Student Employment Packet, Hiring Agreement – Network access for all student workers Student – Online application – Apply for job(s) of interest – Student Orientation on campus or online – Questions?

3. Roles and Responsibilities Financial Assistance Services Student Employment Office – Post all Vacancy Requests – Review all Student Applications – Initiate Background Checks – Determine FWS eligibility – Review All PAARS – Review All Student Employment Packets – Package FWS for eligible students – Prepare Hiring Agreement Letters

4. Student Employment Federal Work Study – Process Applications/Employee Packets – Determine Eligibility for FWS (if not FWS, then Student Assistant) – Send Hiring Agreement FA 503 to Hiring Managers – Monitor Status (SAP, enrollment, remainder, etc.) – Monitor FWS student earnings – Monitor Funds (Total FWS allotment)

5. Student Employment Student Assistant – Process Applications/Employee Packets – Confirm that Provost office has sent approval – Determine Eligibility (no FWS eligibility, then SA) – Does Not make hiring decisions – Does Not Monitor Status (SAP, enrollment, remainder, etc.) – Does Not Monitor Funds (Total SA allotment)

6. Q&A Student Employment Office 1. Is a background check required for Student Employment applicants? 2. Do all students have FWS eligibility? 3. Is a Hiring Agreement FA 503 required for students who will work in the Student Assistant program? 4. Is Provost office approval required for students to work as FWS employees?

7. Roles and Responsibilities Hiring Managers – Online Vacancy Request – View Applicants Online – Set Up Interviews – Complete PAAR – Forward Completed Student Employment Packet – Hiring Agreement Letter (FA503) – Secure Network access for all student workers

8. Vacant Position form is found on Staff Central under Forms.

9. Vacant Position form is found on Staff Central under Forms; scroll down to Miscellaneous. Click on “Vacant Position – Student Employment” Click on “Vacant Position – Student Employment”

10. Hiring manager completes and emails the vacancy requests to student.employment@spcollege.edu to be listed online. student.employment@spcollege.edu

11. View Applicants Online: Hiring manager selects “HR Online Hiring Reviewer” HR Online Hiring Reviewer

12. View Applicants Online: Hiring Manager signs in to view applicants

14. View Applicants Online: Hiring manager reviews applicant pool.

15. Hiring manager selects candidates from their pool of applicants.

16. When reviewing the job application, check to see if the student is FWS eligible. This is the Initial FWS Eligibility determination.

17. Review The Student’s Application

18. Selecting Your New Employee: Contact applicants you wish to interview Hiring manager selects candidate Hiring manager contacts FAS to re-confirm FWS eligibility (if FWS funded) Hiring manager assists candidate in completing a Student Employment Packet Hiring manager sends packet to: – Student Employment office CL AD 136

19. Complete And Submit PAAR Electronically Only After The Student Employment Packet Is Complete.

20. Hiring Manager Completes The PAAR For The Candidate Chosen : it is located on staff central under forms; scroll down to PAAR.

21. PAAR – Student Employment Add the SPC staff member who signs the time sheet

22. IMPORTANT No job commitments are to be made until the PAAR has been submitted and approved by the Student Employment office staff.

23. Employment Packet Documents – W-4 (Employee’s Withholding Allowance Certificate) – I-9 (Employment Eligibility Verification) – Designation of Beneficiary Form – Loyalty Oath Form – notarized – Direct Deposit Authorization Form – Sexual Harassment Form – Managed Care Arrangement – Protection of Information Form – Drug-Free Workplace Policy Form – Driver License (Copy Needed) – Social Security Card (Copy Needed) Direct Deposit is REQUIRED as of March 1, 2010 Students may use their SPC One account

24. Email a Student Assistant PAAR to your Provost’s designee for approval. Email a Federal Work Study PAAR to student.employment@spcollege.edu

25. If your student is authorized for FWS, you will receive a Hiring Agreement FA 503 form. It provides: Start Date, End Date, Maximum earnings. Students are not to begin working until this has been signed by the student and hiring manager and returned to the Student Employment office.

26. Network Access Hiring managers must request Network Access for each student worker. – This is different access than the student’s usual MySPC access. – Required for the Web Time online time card. – Required for student access to their Pay Advisement (pay stub).

27. Student Assistant authorization to work: If your student is authorized to begin work as a Student Assistant, you will receive an email confirmation from the Student Employment office via student.employment@spcollege.edu email account.student.employment@spcollege.edu Students are not to begin working until you have received the confirmation email.

28. Requesting Network Access Go to Staff Central and select “Tech Support Help Desk” under the Staff Resources column. On the left column select “Account Request for Employee”. Request Email Account and Network Account access for each student worker you have.

29. Web Time Access AIS will send the hiring manager an email with information on the student. Reply To The Response Email From AIS – Add the word “Approved” in the subject line – AIS will send you an email with a temporary password – Show the Student Employee how to Enter Time

30. KEEPING TRACK OF STUDENT HOURS WORKED Hiring supervisors should keep Record of Hours Worked for all student workers to monitor their hours. Students report hours worked on Web Time online. The Hiring Manager confirms the student’s work hours entered on Web Time. It is the student’s and the Hiring Manager’s responsibility to ensure that students do not exceed their authorized work hours.

31. Sign in Sheet

32. Keeping Track Of Student Earnings

33. Q&A Hiring Managers 1. What is the first step for Hiring Managers who would like to hire a student? 2. Who ensures that the Student Employment Packet is completed? 3. When can the student begin to work? 4. Where do time sheets need to be sent?

34. Roles And Responsibilities Students – Complete FAFSA – Complete Online application – Apply for job(s) of interest – Complete Student Orientation on campus or online – Questions?

35. Student Employment Application http://www.spcollege.edu – Select Financial Aid Student Employment – Student Employment Basics – Review Eligibility criteria Click on Student Employment Application

36. Student Applies for position online and Creates account

37. Create an account

38. Student receives email confirming new account

39. Log in to apply for a position

40. Background Check – A Background Check Is Performed For All Potential Student Employees. Student Assistant Federal Work Study

41. Student receives email when background and FWS check completed

42. Background Check failed Students not passing the background check receive an email indicating ineligibility for student employment. Appeal Process – This is only needed if the background check produces something that was not listed on the employment application. – Students may appeal to Dr. Tonjua Williams – Advise student to contact Sandy Malkin for appointment.

43. Each Student Is Evaluated For Employment Eligibility. To be eligible for Federal Work Study students must: – Have a completed FAFSA on file – Be in a degree seeking program – Be meeting Satisfactory Academic Progress – Have complete Verification, if selected – Be enrolled at least 6 credits Students eligible to work receive an email with instructions to log in to their account and view Job Postings.

44. Results Of The Background Check And Funding Eligibility Show On The Student’s Job Application For Hiring Managers To Review. A student who passed the background check, but is not eligible for Federal Work Study is eligible for Student Assistant funded positions only. A student who passed the background check, and is eligible for Federal Work Study may be hired for a FWS funded position. Please note the following: Individual student’s eligibility can change after the initial check. It is important to check again before the actual hire of the student worker. The availability of FWS funding also determines whether or not a student may be hired.

45. Student applies for positions

46. Job Postings

47. Completing The Student Employment Process SA - Student Employment office receives approved PAAR from Provost office. FWS - Student Employment office receives PAAR request from Hiring Manager. FAS will re-check eligibility and award FWS to the student IF STILL ELIGIBLE. SA/FWS - The student’s employee information (from the completed employment packet) will be entered into the PeopleSoft HR system. FWS - Hiring manager and student sign the FWS hiring agreement letter and return it to the Student Employment office.

48. Monitor Hours Worked It is the student’s and the Hiring Manager’s responsibility to monitor hours approved vs. hours worked.

49. Student Employment Orientation All students will be required to complete the Student Employment Orientation in person or online. Student Employment Orientations will be presented by an Academic Counselor or campus representative at: – CL, SPG, SE, TS, AC, HE

50. Q&A Student Applicants/Employees 1. What is the first step for students who want to work on campus? 2. What is the second step? 3. Who determines which Student Employment program a student qualifies for? 4. Can students continue working as long as they want; return whenever they want?

51. Things To Remember: Departments need to notify Student Employment when they submit paycert mods or off-cycle check requests. FWS Students cannot work until the Hiring Agreement has been signed and submitted to the: – Student Employment office CL AD 136. Please try to begin the hiring process each term before peak, or after classes are in session

52. Things To Remember: continued Be sure that the employment packet is complete before it is sent to the Student Employment office. – Please allow 24 to 48 hours for the packet to be delivered to us from your campus. – Please allow another 48 hours for the team to process your employment request. Remember that we do not have access to input new student employees into the system while payroll is processing – Monday through Wednesday*, every other week. – Note: there may be other times when access is restricted.

53. Your questions: