INFORMATION SERVICES TECHNOLOGY GUIDE RHS STUDENT EMPLOYMENT WEB APPLICATION

Transcription

1 Overview The RHS Student Employment Web Application provides a central system where MSU students can apply for RHS jobs and where RHS Administrators can review and process those applications. System Access System access is granted by invitation only and must relate to job responsibilities. To obtain access, speak with your supervisor or unit HR administrator. Current system users can grant access to new users. Support For questions on RHS hiring practices or procedures please contact RHS Human Resources or the RHS Student Employment Office ( studentjobs@rhs.msu.edu). For system technical difficulties, contact the RHS Information Services Help Desk at or submit a service request at Table of Contents Logging In...2 Navigation...2 Processing an Application...5 Reviewing Handed-Out Applications...6 Closing a Job Position...6 Managing System Users...7 Logging Out...9 Frequently Asked Questions...9 Pg. 1

2 Logging In Open any web browser. Type into the web address field and press ENTER. This will take you to the website where students may apply. o Click RESOURCES then SUPERVISOR RESOURCES to enter the administrative website and access the RHS Student Employee Application login screen. Alternately, you can go to: Enter your MSU NetID and MSU password then click LOGIN The next screen shown will be Student Employee Application - Main Menu page. Navigating & Searching Navigation - Main Menu From the main menu click a link to select a task. View and process new applications. Review applications that have previously been processed. Add or change system user accounts and access levels. Pg. 2

3 Navigation Viewing / Searching New Applications From the main menu, under Process New Applications, click Search Applications. You will advance to a page where you can view and work with a list of student applications. (The numbers on this figure correspond to the descriptions below.) 1) Change Unit - Select the Unit / Job Position you wish to work with. 2) Show [#] entries - Select the number of entries to display on the page at a time. 3) Applicant List A table listing all applicants that applied for the selected position. 4) Column Headings - Sort the applicant list by clicking on any of the column headings. Click a heading once to sort in ascending order Click that same heading again to sort in descending order To sort on multiple columns, hold down the SHIFT key on your keyboard, then click the first (primary) heading you wish to sort on, then click the other headings you wish to sort on (in order of importance). 5) To copy, export or print an applicant list, click one of these buttons: Copy Copy to your computer s clipboard so you can paste it in a document or . CSV Save the list in a comma separated value file. Excel Save the list as a Microsoft Excel file. PDF Save the list in Portable Document Format which can be opened by Adobe Acrobat Reader and will preserve formatting. Print Print a paper copy using your browser s print functions. Pg. 3

4 6) Search type a key word to filter / search the applicant list. For example, type sophomore to filter for only sophomore applicants. 7) Page click these buttons to page through the list. 8) Column Headers: Applicant ID number, by clicking this blue linked number, you will advance to a new window where you can study the student application in further detail. This is also where you can process the application and change its status. Applicant name is self-explanatory. Applicant can be used to contact the student throughout the hiring and interview process. Click the link to open and compose an . Desired hours shows the number of hours the student is willing to work per week. Class Standing is the applicant s current year as an MSU student. Submit Date is the date and time that the student submitted his or her application. Status will be empty until processed further. Rank is where the student ranks this job position in order of their preference. (A student can apply for up to 3 positions in this system and will rank them: - (1-first choice, 2-second choice, 3-last choice). At any point, you can click the links to the bottom left of the page: Main Menu link - return to the main page LOGOUT exit the system Pg. 4

5 Processing an Application From the main menu, under Process New Applications, click Search Applications. At the top left of the page, click the Change Unit dropdown menu to select the unit/job position you wish to work with. When you find an applicant you would like to consider for the position, click on the blue AppID number link next to their name. Review the student s application, including: Employee Information MSU Employment History Criminal History Work Experience Shift Preferences Student s Unavailability Essay Questions At the bottom of the application, click the dropdown menu to Update Application Status. Then click to select a new status: o o Pending: You are evaluating the candidate and/or waiting to interview them. If you mark the application PENDING, it will remain in the Process New Applications area for future searching and processing. Accepted: You have accepted the candidate for the position and they have accepted your job offer. Once accepted, the application moves to the Handed-Out Applications area of the system. NOTE: Once application status is set to Accepted, any applications they submitted to other positions will be withdrawn. o Declined: You have passed on the candidate for this job, the student will receive an notifying them of this decision. Once declined, the application moves to the Handed-Out Applications area of the system and the student will be sent an notification that they were not a successful candidate for that position. Then click UPDATE APPLICATION to save your changes. Pg. 5

6 Reviewing Handed-Out Applications From the Main Menu, under Handed-Out Applications, click on the Search Applications link. At the top left of the page, click the Change Unit dropdown menu to select the unit/job position you wish to work with. A list of applications that have already been processed will display. Status of applicants should be Handed-Out (Accepted) or Declined. From this screen you have access to all the navigation options described in the previous section. Click an App ID number link to review an application in more detail. Closing a Job Position When you have hired enough successful candidates and wish to close a Job Position follow these steps: From the main menu, click the SEARCH APPLICATIONS link below the New Applications section title. At the top left of the page, click the CHANGE UNIT dropdown to select the unit/job position you wish to work with. Once you are at the Process New Applications page, you will see a HIRING STATUS drop down menu (arrow) at the top left hand corner of the page. Click the arrow, and select CLOSED. Pg. 6

7 Managing System Users Existing users of the system can add new users and grant access to Assigned Units. Adding a New User From the Main Menu, under the Manage System Users section, click User Search. 1. Enter the user s MSU NetID, first name & last name. 2. Hold down the CTRL key on your keyboard and click to select all units that this user will need to access. 3. Then click the ADD USER button. Pg. 7

8 Updating User Accounts Once a user account is created, you can update their record and access level at any time. From the Main Menu under the Manage System Users section, click User Search. 1. In the Update User Account Section, click on any name in the Select User field, then start typing the last name of the user you wish to update. Once you locate them if their name is not highlighted in blue, click their name. (An Update User Information area should appear next to the user list.) 2. You can change the user s MSU NetID, first name, last name or active status. 3. Highlight all units that the user should have access to, by holding down the CTRL key on your keyboard and clicking all applicable units. 4. Click the Update User button to save your changes. Pg. 8

9 Logging Out Throughout the system, on each page, there are two links available to LOGOUT, click either to exit the system: Upper Right of the page Lower Left of the page Frequently Asked Questions When I close a job position, does it automatically applicants? No. If you would like applicants to be notified they were not selected, mark their application DECLINED before closing out the position. If I ACCEPT an applicant that has applied for other RHS positions, what happens to their other applications? Once accepted for a position, regardless of their indicated rank (1 st, 2 nd or 3 rd preference), any other open RHS applications for that student will be removed from the system and from the lists that other hiring managers will see. Pg. 9