UNIVERSITY AND WORK-STUDY EMPLOYERS WEB SITE USER S GUIDE

Transcription

1 UNIVERSITY AND WORK-STUDY EMPLOYERS WEB SITE USER S GUIDE September 8, 2009 Table of Contents 1 Home 2 University 3 Your 4 Add 5 Managing 6 How 7 Viewing 8 Closing 9 Reposting Page 1 and Work-Study Employers Page 2 Control Panel 3 a New Job (Three-Step Form) 4-6 Job Postings (Manage Job Page) 7-8 Students Apply for Jobs 9 Appliants a Job 12 a Job 13

2 1. Home Page The Student Employment Offie web site serves as a onvenient way for students to find employment opportunities, while helping University and non-university employers find qualified student employees. There are three setions to the website: UM Students: Searh through job postings, view pay dates, find other employment resoures (no log in neessary). : Post jobs, manage jobs, view appliants. Non-University Employers: For non-university non-work-study employers wishing to post positions on the site (no log in neessary). To get to the University and Work-Study Employers page, lik on one of these links

3 2. Page Bookmark this page for easy future referene! b d a Resoures and information updated regularly Read this dislaimer before using the site! Useful tools for Work-Study employers a Reminder of Assigned Password: For employers who already have an assigned password and either don t know what it is or have forgotten what it is, go here. An reminder is sent to you. One you reeive your password, if you have never logged into the site before, be sure to hange your assigned password to one of your own hoosing as soon as you log into the site. This will inrease the seurity level of your password. b Log In: If you already know what your password is, go here to post and manage jobs and view appliants. Request Password (If None Assigned): If you do not have an assigned password to post and manage University and/or Work-Study jobs (you would have reeived an message from the Student Employment Offie if you were assigned a password), go here to request permission to use the site. One your request is reviewed, the Student Employment Offie will send you an with its deision. Note: Only permanent employees (not temporary or student employees) will be granted log in permission. d Request Permission to Be an Approved Work-Study Employer: This is where someone working for a NON-UNIVERSITY ageny would go to find out how to beome an approved Work-Study employer. There are many requirements for being a non-university Work-Study employer, and the Student Employment Offie must evaluate your request. 2

4 3. Your Control Panel You an always lik here to get to your ontrol panel a b Your name here shows you are logged in properly d e You may not see all of these options, depending on what stages ( modes ) your jobs are in on the site: a Add a New Job for [Your Department/Offie/Ageny]: See page 4 for information on how to request that a new job be posted on the site. If the job you want posted is already in Listed, Pending Approval, Review, or Storage mode, do NOT omplete this form; this is only to post a brand new job on the site. b Currently Listed Jobs: These are approved jobs that are urrently posted on the web site. Students are able to searh for these jobs and apply for them online 24 hours a day. Jobs Whih Are Pending Approval: If you submitted a job posting request and it has not yet been approved by the Student Employment Offie, it will be listed here. One approved, it will be moved to Currently Listed Jobs (if you requested that the job be listed immediately). You will reeive an message informing you whether the job has been approved or not. d Review Mode Jobs: You may put a job in Review Mode if you no longer want it posted on the site, but you still want to view appliants who have applied for it. Also, you may want to keep a removed job in Review Mode if you post it frequently and you want to retain the appliant information from the last time it was posted. Some jobs that are pending approval may also be plaed in Review Mode. e Jobs in Storage: These are jobs that are losed and not listed on the site. There is no appliant information assoiated with these jobs. Beause these jobs are in Storage and not deleted from the system, they an be reposted on the site at a later date. 3

5 4. Add a New Job (Three-Step Form) From your ontrol panel, selet Add a new job for... a Step 1: SUPPLY JOB PROFILE 1 For Selet a Category and Selet a Job Title, you are prompted to selet from pre-set lists of UM Human Resoures titles. 2 Type of Job: You MUST selet either Work-Study or Non-Work-Study. 3 Desribe the Job: This is the speifi desription that students will see on the web posting. 4 Eduational Value of the Position: This must be ompleted for Work-Study jobs; for non-work-study jobs, you are still enouraged to omplete this field, if there are some eduational benefits to the job. Students will see this information in the posting. 5 Requirements for the Job (Qualifiations): This is where you let students know exatly what skills are neessary to do the job. For example, if you need a student who an type 60 wpm, put that here. 6 Number of Available Openings: Type in how many students you want for the job. 7 Hours per Week: If you need between 5 and 10 hours of student assistane a week, write 5 in the low end and 10 in the high end. 8 Start Date/End Date/When Job is Available (Time Frame): Use these fields to let students know when you need help. The field When Job is Available allows you to indiate speifi aademi periods and is a mandatory field. 9 Pay Range: Selet the lowest and highest wage rates to be paid by this job. If a range does not apply, the same dollar amount an appear in eah setion { Primary Contat Person: Selet yourself as the primary ontat person unless you are posting the job for someone else. 12 { 13 (ontinued on next page) 4

6 Add a New Job Step 1: Supply Job Profile (ontinued) 11 Seondary Contat People: If there are other people in your department whom students may ontat about the job, they an be added here. They will reeive all orrespondene about the job and will be able to edit and manage the job, just like the primary ontat person; however, their names do not appear in the job posting that students see. Selet the people you want and then lik on the Add>>> button. 12 Job Supervisor: Provide the name of the individual who will be the student s supervisor, if different from the ontat person. 13 Phone, Fax, Address, and Work Loation: Only list these if you want these to appear in the job posting. Otherwise students will only ontat you by applying for the job online (see step b, below). Clik here when fi nished b Step 2: REVIEW JOB APPLICATION Online Student Data Appliation: One you have submitted your job posting request, the next panel will show you an example of the online Student Data Appliation that students interested in your job will omplete and submit to you. DO NOT omplete or edit anything on this page; we just show this form here so that you will know what information students will be submitting to you. Just lik on one of the buttons marked Clik here when finished to proeed to Step 3 of the form. Clik here when fi nished Step 3: GO LIVE When you reah the final page of the form, omplete the questions about when you want your job posted and for how long. If you hoose any options other than having the job approved as soon as possible or listed immediately, your job will be put into Storage for you to post on the web at a later date. Clik here to fi nish! (ontinued on next page) 5

7 Add a New Job (ontinued) d Job Posting Approval One you have submitted your posting, it has to be approved by the Student Employment Offie before it is listed on the site. 1 If you hose to have your job approved and posted on the site immediately, it will appear under Jobs Whih Are Pending Approval on your ontrol panel. 2 One approved, you will reeive an message informing you that your job has been approved and it is on the web site. 1 This is where your job is until it is approved 2 On your ontrol panel, your job moves to the Currently Listed Jobs stage, one it is approved Send reply to: <[email protected]> From: <[email protected]> To: <[email protected]> Subjet: RE: Clerk B Date sent: Wed, 6 May :35: Your job has been approved to be posted on the Student Employment Offie web site. Your job referene number is {jobid} Work-Study employers only: The job referene number is your SEO Job ID. If the student you are hiring is a Work-Study student, you must reord this number on the PeopleSoft Hire Page (note: one your SEO Job ID has been assigned, it will not be available for use on the PeopleSoft Hire Page until the next business day). There is no need to reord this number on the PeopleSoft Hire Page if the student is not a Work-Study student. If you have any questions, please feel free to ontat our offie. Sinerely, UM Students page showing listing Student Employment Offie University of Mihigan 2500 Student Ativities Building 515 E. Jefferson Street Ann Arbor, MI (734) [email protected] This is the you reeive one your job is approved. 6

8 5. Managing Job Postings When you are at your ontrol panel page, for any job, you an selet Manage Job to reveal ation items you may take pertaining to that partiular job. One on the Manage Job page, you an remove a posting from the site to either Review Mode or to Storage (see page 3 for more information), or you may edit your job (some of these funtions are also available on the ontrol panel page). MANAGE JOB PAGE: a Update Status: This is where you an hange whether a job is listed on the web, in Review Mode or in Storage (losed). Note: If your job is in Storage, you will also have the option to ompletely delete the job from the Student Employment Offie database. We strongly urge you not to do this, unless you are absolutely positive you will never hire a student for that job ever again. b View Appliants: View information on students who ve applied for your job online. See page 10 for more information on this page. Manage Appliation: You an view a blank Student Data Appliation for your job here (to see what information students will submit when they apply for your job online). a b e d d HIRE STUDENT: This step is not funtional. You annot omplete hiring through this system. Instead see Hiring and Paying Students for hiring instrutions. f e Edit this Job (Update Job Profile): Clik here to edit any part of the job posting (number of available openings, ontat person, job desription, et.). See page 8 (Notes on Editing Jobs) for more information. f Job Details: This is where you an see the details of your posting. (ontinued on next page) 7

9 Managing Job Postings (ontinued) g NOTES ON EDITING JOBS: If you make edits to a urrently listed job, your job must be approved again by the Student Employment Offie before the edits are refleted in the job posting. You have the hoie of having the posting remain on the web with the pre-edited information until it is approved, or you may have the posting removed from the web until the edits have been approved. If you hoose to have the posting remain on the web, an Update Shadow of the edited posting will be reated. This is a shadow of the other job that must be approved while the pre-edited version of the job remains on the site. The Update Shadow will be in the Jobs Whih Are Pending Approval stage of the site (a new job referene number is temporarily assigned to the Update Shadow, as well). One the Update Shadow is approved, it replaes the posting on the web. The Update Shadow referene number goes away and the original job referene number remains. 8

10 6. How Students Apply for Jobs One your approved job has been posted to the web site, students may searh for it online (from the www. studentemployment.umih.edu home page, lik on UM Students to get to the student setion of the site). Students are able to searh and apply for job postings 24 hours a day. Depending on the number of jobs approved at any given time, your job may very likely appear under the Reently posted jobs setion of the student home page. When students ondut a searh and find your job of interest, they an lik on Job Details to reveal your posting and apply online. Submit Appliation 9

11 7. Viewing Appliants You will reeive an message notifying you when a student has submitted a Student Data Appliation to apply for your job (see page 9). To view the Student Data Appliations you reeive, selet View Appliants from either your ontrol panel or the Manage Jobs page. a View vs. Preview One on the View Job Appliations page, you will see a list of appliants. Clik on either View or Preview to see the Student Data Appliation information for a partiular appliant. If you lik on View, the New! indiator on the far left will disappear after you review the student s information. This an help you keep trak of whih appliants you have reviewed. If you would rather keep the New! indiator, lik on Preview (you might do this if you are simply onduting an initial review of appliants). b Yellow Flags To flag students of partiular interest to you, lik on the yellow flag for those students. The flags will turn a darker shade of yellow to indiate your preferene for those appliants. (ontinued on next page) 10

12 Viewing Appliants (ontinued) Sending s to Appliants GREETING After reviewing appliant information, you may want to send out an to the appliants you d like to interview. To do this, simply lik on Greeting. On the Appliants Greeting page, be sure the students you want to send the to are heked. You may also type in additional addresses for any students who may have ontated you by phone, walk-in, et. (students who did not apply online). You an add to the pre-set text in the body of the or type in your own message altogether. Note: Students reeive individual opies of the message so they do not see who else reeives the . You will reeive an ed opy of the message and to whom it was sent. REJECTION If there are online appliants you know are not a good math for your job, you an selet Rejetion to send them an message letting them know they did not get the job. Note: Students reeive individual opies of the message so they do not see who else reeives the . Send Canel You will reeive an ed opy of the message and to whom it was sent. Send Canel 11

13 8. Closing a Job a Sending Messages to Students You Are Not Hiring 1 If you deide to lose a job and move it to Storage (whether all positions have been filled or not), you will be prompted to send messages to the students who were not hired for the job. Remember, if you already notified a student that he or she did not get the job by sending them a Rejetion message (see page 11), you probably do not want to also send them an one the job is filled. Instead, you may want to use this feature for those appliants who interviewed for the job, but were not hired, letting them know all openings have been filled. 2 Sample text is provided in the , but you an always add or substitute the text with your own message. 3 You will reeive an showing whih students you ed and what the message said Close Job Canel Send Canel Close Job Cliking here puts your job in Storage b Putting a Job in Storage One you have sent messages to the students who did not get the job, you will be prompted to lose the job (send it to Storage). Only do this if you will not be hiring more students for the job in the near future (all appliant information will be lost). Otherwise, do nothing and simply keep the job in Review Mode (appliant information is retained). Deleting a Job You have the option here to ompletely delete the job from the Student Employment database. We strongly urge you not to do this, unless you are absolutely positive you will never hire a student for this job ever again. If this is a Work-Study job and you attempt to hire a student through the Student Temporary Proess/Student Proessing page, you will reeive the following message: The SEO Job ID is invalid. 12 Note: You an always hoose to put a Listed or Review Mode job in Storage by liking on Storage in the Update Status box of the Manage Job page.

14 9. Reposting a Job a You an repost a job at anytime from the Manage Job page. Clik on Listed in the Update Status box to move the job from Review Mode or Storage to be listed on the web site. a b If there have been any hanges to the job (inluding any hange to the number of openings), the job must be approved by the Student Employment Offie before it is posted to the site again. One your job is approved, you will reeive an telling you when it has been listed on the site. d If the number of openings for the job is zero, you will not be able to selet Listed (to list the job on the site) until you hange the number to one or more openings. b Save Changes e To do this, go to Edit this Job from the Manage Job page or Edit Job from ontrol panel. One you have hanged the number of openings, you will be able to selet Listed to list the job on the site. d e 13