Taskforce Automated Student Hiring

Transcription

1 Taskforce Automated Student Hiring Effective Fall 2010 the student hiring process will be automated and greatly improved. Students will only be required to present the federally mandated I-9 hiring document and associated documents. In most circumstances this is a one-time requirement and students applying for rehire will not have to repeat this process. Students will have instant (online) feedback regarding any missing documents or requirements so that they may address them immediately. The Chancellor will require all jobs to be posted so that student applicants will have an equal and fair chance to apply for open positions. When a student applicant is selected for employment, the hiring authority can "instantly" hire him or her. The hiring authority will receive instant feed back that the student is hired and can begin work immediately. This new method will: 1. Ensure all students are aware that they may be eligible for a lab aid or federal work study positions. 2. Greatly reduce the effort for students to complete the hiring eligibility process. 3. Ensure ALL interested students are aware of all positions that are available. 4. Almost eliminate any administrative burden hiring authorities now have to hire student(s). 5. Instill verifiable accountability into the system on both the applicant and hiring sides. So far, this automated hiring process has been introduced to the Department Chair Council, Associated Students, Deans of Student Affairs, and the Planning and Budget Committee. All groups have provided a green light to proceed with implementation. Associated Students voted to enthusiastically endorse the new process. For implementation, Payroll Services will provide for both student applicants and hiring authorities; interactive written directions, an ADA compliant instruction video, and personal customer service for anyone who requests the service. The TB test result condition will also be part of the automated process. Once a student receives a satisfactory test result, Student Health Services will remove that condition as a requirement for employment. It is important to note that even though this condition result will be automated, the requirement is cleared and administered by Student Health Services. Please let me know if you have further questions regarding the new automated student hiring process.

2 City College of San Francisco DIRECTIONS FOR STUDENTS How to Complete the Student Hiring Eligibility Process (SHEP) Login to your Web4 for the interactive version of these directions Student Services Student Employment Select current term and click Submit INFORMATION 1. Job Search Information. Click on the Student Job Listing Form to see a list of on-campus student worker jobs. Career Development Counseling Department, , S127, 2. Eligibility for an on-campus student worker job Complete Numbers 1-8 in the REQUIRED section below. This Student Hiring Eligibility Process (SHEP) takes time and patience. Eligibility doesn't guarantee a job. You must still go out and apply for a job. It is your choice whether you want to complete this hiring eligibility process before, during, or after you apply for an on-campus job. CCSF may hire you only after you have completed this Student Hiring Eligibility Process. REQUIRED 1. Personal Information Review the information below for accuracy. Birthdate: Address: Telephone: If these data are incorrect, Change address and phone online before going on!!!<<< 2. Enroll in at least 6 credit units Do this as soon as possible. You are not eligible to start working until you enroll in at least 6 credit units for fall and spring, or 3 credit units for summer. (Note: 12 credit units for international students, and 12 hours for noncredit students) Click here to verify that CCSF has you enrolled into at least 6 units. Directions for Students: How to Complete the Student Hiring Eligibility Process - Page1 of 3

3 3. Complete your Tuberculosis (TB) Screening and Clearance The Student Health Service will clear you for hiring in regard to TB screening. For them to do this, you must agree. Click to read and agree to the release procedure. TB Information Release Agreement. You are encouraged to complete the two step TB screening process in eight working days. However, you may begin working after you have cleared your first TB screening. In this case you must complete your second TB screening within the next month or you will be directed to stop working. Go to the Student Health Center, HC100. Bring your CCSF Photo ID with you. Credit students receive free TB Skin Tests. No appointment is needed. Fall and Spring semester hours: Mon: 8:00-11:45 and 1:00-5:45 Tues: 9:00-11:45 and 1:00-3:45 Thurs 8:00-11:45 and 1:00-3:45 You may complete your first TB screening up to one year before you start work, and your second TB screening up to two months before you start work. Therefore, you may complete your first TB screening the semester before you start working, and your second TB screening right before you start working. Student Health Service, HC 100: 4. Document your understanding of the CCSF Sexual Harassment Policy Click here to read and agree to the CCSF Sexual Harassment Policy. 5. Document your Employment History with the City of San Francisco Document if you have worked in the past, or are currently working, for Civil Service with the City and County of San Francisco or for City College. Click here to read and document your employment on the Employment History Form. 6. Complete your I-9 Department of Homeland Security Employment Eligibility Verification Form Click here to obtain an I-9 form. Read Pages 1-5. PRINT Page 4. Complete your I-9 Form (Page 4). Your name must be identical on your I-9 and Social Security card, as well as on all other form of identification. You must have a non-laminated original copy of your Social Security card. To obtain a new or replacement Social Security card: Click here: The Social Security Administration has two San Francisco offices: nd ( ) and 560 Sacramento ( ). Sign the I-9 Form if you are 18 or older or are an emancipated minor. If you are under 18, have your parent or guardian sign it. You will also need a Minor Work Permit or equivalent documentation from your high school. Directions for Students: How to Complete the Student Hiring Eligibility Process - Page2 of 3

4 U.S. Citizens: Go to E103 Student Personnel with your I-9, Social Security card (or replacement card receipt), and another government-issued photo identification card. Hours: Mon, Wed, Thurs: 9:00 12:00 and 1:00 4:00. Permanent Residents: Go to E103 Student Personnel with your I-9, Green Card, Social Security card (or replacement card receipt), and another government-issued photo identification card. Hours: Mon, Wed, Thurs: 9:00 12:00 and 1:00 4:00. International Students: Go to E107 Admission and Records: International Students Admissions Counter. You will receive directions specific to the hiring process for international students. Hours: Mon Thurs 9 5 and Fri 9 2. International Students Counseling Department , MUB137, 7. Complete Payroll-Related Forms All employees must complete a W-4 Employee Withholding Allowance Certificate. State and Federal Tax filing status will default to S-1 - single with one exemption until you are a registered employee. Once you are an employee, you can change your W-4 information on-line. All CCSF employees get paid by Direct Deposit or Pay Card. If you do not have a U.S. bank account, you may open an account with the bank of your choice at this time. If you fear you may have difficulty in opening an account, you may open a modified account with San Francisco Federal Credit Union, with which CCSF has a special relationship. You can reach SFFCU at or 770 Golden Gate Gough Street, San Francisco. If you do not have an account registered with CCSF, you will be provided with a Pay Card. Click here to submit or change your banking information. 8. Print Eligible for Hire Page When you have successfully completed all tasks, you will be Eligible for Hire. Click here to see your Eligible for Hire page. PRINT it. Bring it with you when you look for on-campus student worker jobs. There are no additional requirements for being re-hired in future semesters. OPTIONAL Eligibility for Financial Aid and Federal Work Study (FWS) Jobs Receiving a Federal Work Study (FWS) award would greatly expand the number of jobs available to you. Click the Financial Aid Office website to learn how to apply for financial aid and become eligible for FWS jobs. To see a list of on-campus student worker jobs: Click on the Student Job Listing Form Release: 1.0 CCSF Directions for Students: How to Complete the Student Hiring Eligibility Process - Page3 of 3

5 City College of San Francisco DIRECTIONS FOR STUDENT WORKER EMPLOYERS How to Complete the Student Worker Hiring Forms How to: Post a Student Worker Job Set-Up Student Employment Hire a Student Worker POST A STUDENT WORKER JOB 1. Go to to use the CCSF Student Job Listing Page. Post your job(s) there. 2. Students must be able to see a listing of currently open jobs. The Student Job Listing Page is City College s site developed for this purpose. 3. This step is mandated by the Chancellor to do before you continue to set-up your hiring position(s). 4. Review your previously listed jobs and/or add, change, delete job(s). Click the Open button. Go back to later and click the Closed button when the job is filled. 5. You may request assistance from the Career Development Counseling Department, S127, Keep your jobs current each semester by updating the Start Date and Open/Closed notations. SET-UP STUDENT EMPLOYMENT Note: All students you choose to hire must complete the Student Hiring Eligibility Process (SHEP) prior to their first day of work. Direct them to and tell them to click Student Hiring Eligibility Process to begin the procedure. You may want to view the procedure yourself so that you better understand their directions. 1. Login to your Web4. Go to: Employee Services Student Jobs Set-Up Student Employment 2. Term: Use pull-down menu to select the current term you are in while you post your job. 3. Job Classification: Can only use one radial button at a time. You must set-up positions separately for Lab Aide, Grant (including CalWorks), and FWS positions. 4. Job Position: Type your department s ORG Number here. 5. Number of Positions: Type the maximum number of this type of position you have available. NOTE: The number you type here does NOT connect back to your budget allotment. You are responsible for hiring within the budget you have been allotted. 6. FOAPAL: Type the complete FOAPAL number for this position. If there is only one FOAPAL number, type 100 in the PERC1 column. If you have FWS positions available, but don t know the proper year s FWS ORG Number, contact Financial Aid. General Fund example: U C-100 FWS example: C-100 Directions for Student Worker Employers - 1of 2

6 7. Job Description: Type a brief description of this position for your identification only. 8. Location: Room # 9. Phone #: List your phone number 10. Save Job to File: Check this box to list job in subsequent semesters without having to re-list it yourself. You will need to update FOAPALs for FWS and Grant positions yearly. 11. Authorized Approver s ID: Person responsible to approve timesheets. 12. Post Job. Student Employment Form reappears. Edit errors are marked in red. 13. Edit Job. Your complete listing will appear with four options at the lower left: Edit Job. Change your job as necessary in future semesters, esp. your FWS FOAPAL & your # of positions available. Delete Job. Delete your job if you no longer hire in the position. Hire a Student Worker. Takes you to Student Worker Hiring Form. See below. List of Your Hired Students. View your hired student workers. HIRE A STUDENT WORKER 1. You are now in the Student Worker Hiring Form. Notice that the number of positions available is the number you listed previously. Student ID: Type the Student ID of the student you wish to hire. Students must have completed the Hiring Eligibility Process to be eligible to hire. Approver ID: Type ID of person you listed previously as Authorized Approver. Submit. 2. You will see one of two statements: Student was hired. If the student successfully completed all eligibility tasks, you will see Student was hired. Your student may begin working when he/she has completed one of the two required TB Screenings. Payroll will direct the student to stop working if the second TB is not completed within the month, and send both the student and you a notice. List of incomplete tasks. If the student has not completed all tasks, you will see in RED a list of uncompleted tasks. It is up to the student to complete the tasks. Your student should be aware of these tasks since he/she has access to this data. 3. You may continue hiring other students on this same page by typing in the Student ID of another student you wish to hire. 4. Once you have completed your hiring, click Back to Student Jobs Menu to continue, or click Exit to sign off Web4. 5. Note: To re-hire a student worker, go to the Hire Student Worker Form and type the Student ID of the student you wish to re-hire. In most cases your student worker will already be eligible to re-hire. Thank you. Release 1.0 CCSF Directions for Student Worker Employers - 2of 2