Student Employment System (SES) User Guide Prepared by: Banner Team Nov 2012 1
Contents Student Employment System (SES)... 3 System Categorization... 3 SES Self Service Pages... 4 Apply for Employment Page... 5 My Applications Page... 6 Update Profile Page... 6 Time Attendance Page... 7 End of Month Summary Page... 8 End of Month Summary approval (Director) Page... 8 SES Validation Forms... 10 Skills Validation Form (SWVSKIL)... 10 Departments Validation Form (SWVEDPT)... 10 Vacation Type Validation Form (SWVVTYP)... 11 Student Bank Validation Form (SWVSEBK)... 11 SES Management Forms... 11 Student Employment Control Form (SWASECN)... 11 Calendar Control Form (SWACLND)... 12 Departments Control Form (SWAEDPT)... 12 Salary Control Form (SWASALC)... 13 Student Employment Form (CSC) (SWASEMP)... 13 Student Employment Application Form (Supervisor) (SWASSMP)... 14 Student Employment Timings Form (SWASEMT)... 15 Student Employment Timings Form (CSC) (SWASEMC)... 16 Monthly Control Form (SWAMNTH)... 16 Student Bank Information Form (SWASINF)... 17 Student Employment End of Month Form (CSC) (SWASSUM)... 17 Finance End of Month Form (SWAFSUM)... 18 Student Career excellence Form (SWASECX)... 19 Student Employment Update Process Form (SWASERE)... 20 End Student Employment Process (SWAENSE)... 20 2
Student Employment System (SES) Student Employment system has been implemented as an add-on in banner that helps to manage the process of students who desire to get employment at Qatar university. Students can apply for Employment through Banner self-service web page. The system only allows students eligible to apply through the system based on Career Services Center - CSC conditions for employment. After application period is ended, the employment approval starts where Supervisors of different employing units are given the choice to accept applicants. CSC are given the final approval of such employment applications. And during the student employment, the system provides student the ability to register his employment days, attendance times, through Banner self Service. Finally the end of month salary payment can also be managed through the system where all parties: Supervisor, Director, CSC and Finance would have access to the system to finalize and approve such monthly payment process. This Guide will provide full system functionality explanation and how-to details for end users. System Categorization This section will list the set of forms or pages that would apply for each system period (categorization) Setup Skills: - Skills Validation Form (SWVSKIL) Departments/units: - Departments Validation Form (SWVEDPT) if needed - Departments Control Form (SWAEDPT) Calendar and vacation: - Vacation Type Validation Form (SWVVTYP) - Calendar Control Form (SWACLND) Bank setup: - Student Bank Validation Form (SWVSEBK) if needed Control setup: - Student Employment Control Form (SWASECN) Salary Range: - Salary Control Form (SWASALC) End of Month setup: - Monthly Control Form (SWAMNTH) Before application - Student Employment Update Process Form (SWASERE) Application management - Student Apply for Employment Page, my applications page and update profile page - Student Employment Application Form (Supervisor) (SWASSMP) - Student Employment Form (CSC) (SWASEMP) * both forms include student skills tab. Daily Attendance 3
- Student Time Attendance Page - Student Employment Timings Form (SWASEMT) - Student Employment Timings Form (CSC) (SWASEMC) Other management forms - Student Bank Information Form (SWASINF) (Bank info) - Student Career excellence Form (SWASECX) - End Student Employment Process (SWAENSE) End of month - Student Employment Timings Form (SWASEMT) - End of Month summary approval (Director self-service page) - Student Employment Summary Form (SWASSUM) - Finance End of Month Form (SWAFSUM) - End of Month Student Summary Page SES Self Service Pages The student employment system self-service pages are only available for students and directors. For students the student employment service can be found under the Student Services tab as the following screen shot shows. Whereas Directors can find the student employment service pages under QU services tab. 4
The following is the list of all service pages available and their description. Apply for Employment Page This page gives a student the ability to apply for employment if the web application dates are open. If the web application dates are not open for the time the student is trying to apply s\he will receive the following system message: When the application period is open and the student does not meet the CSC conditions for application, s\he will not be able to apply and the following massage will be displayed: Otherwise the page will display the term open for application for the student to select. Next the student will have the option to select a certain department to apply for or s\he can select None. When the student applies successfully a list of his applications will be displayed as the following: Note: a student cannot apply for more than 3 applications (pending). Also, application for a certain department is limited to a number setup in Department Control Form (SWAEDPT). 5
My Applications Page This page will view the whole list of student applications in all application periods. It views Application Status : can be (Pending, Accepted, Ended or Canceled), Supervisor Approval, CSC Approval and the salary rate assigned to any application. This page gives a student the ability to cancel an application s\he has applied for by checking the Cancel Application? checkbox and pressing the Submit Changes button. Update Profile Page This web page is for the employment student to select her/his skills. The student needs to have at least one active or pending application to be able to access this web page. When student accesses this web page, the list of all defined skills by CSC will be appeared and the student should select her/his skills from the list and click submit. 6
Time Attendance Page This web page is for the employment student to enter his/her time attendance daily. The student needs to meet the general employment conditions and have at least one active application to be able to access this web page. When student accesses this web page, the list of all student s active applications will be viewed and the student need to select one of his/her application and click submit. Then the student can enter its time attendance periods for current day by considering the following conditions: - The time should be in HHMM format, for example the seven thirty need to be as 0730. - The time should be between the time period that is defined by CSC and is represented in the page. - The total working hours (considering all applications) for the students should not exceed the maximum working hours per regular, vacation and weekend day that are defined by CSC and they are represented in the page. - The time periods should not conflict with another application or with the student s registered courses time periods. 7
End of Month Summary Page This page will view the student monthly summary (for all employment months). It views for each employment month the assigned Performance, Supervisor Approval, Director Approval, CSC Approval, Finance Approval, total month attendance Hours, Total Salary and the actual smonth the student was paid Payment Month. End of Month Summary approval (Director) Page This page gives any assigned director to an employment department the ability to approve the end of month summary for all students employed under that department. (Director assignment is done by CSC through Departments Control forms (SWAEDPT). 8
If any other non-assigned QU employee tries accessing the page s\he will receive the following message: When an assigned director opens the page s\he must select the year, month and Department/Unit s\he d like to approve. The page give the option to select All departments if the Director is assigned to more than one. Next, the page will display all the student under the select Department who have a supervisor end of month summary Approval and their end of month summary was not approved by the Director yet. The page views the following columns: student Id, Name, application number, department/unit, total month working hours, salary rate, Supervisor approval, performance, total salary and Approve? checkbox. 9
The Approve? column is by default checked for all the list of students and the director has the ability to uncheck any student in order not to approve his\her end of month summary. Then the director must press the submit changes button to approve all the list of student s summary who have the Approve? column checked. SES Validation Forms All student employment system validation forms can be found under Student Employment Validation Forms Submenu: Skills Validation Form (SWVSKIL) All skills that would be defined by students in the Update Profile page in self-service are specified in this form. The number column gives an order and categorization of the skills. For example: if English - Average, English - Week and English Excellent are all given the same number, they ll be categorized together under the same item. Also, the numbering order would define the sequence of preview in the Update Profile page. Departments Validation Form (SWVEDPT) All units of Qatar University should be defined in this validation form. Any new department that doesn t exists in the list should be inserted here as well. 10
Vacation Type Validation Form (SWVVTYP) All types of vacations to be defined in the Calendar Control Form (SWACLND) must be inserted in this form first. Student Bank Validation Form (SWVSEBK) All banks the can be assigned to a student in the Student Bank Information Form (SWASINF) must be inserted in this form first. SES Management Forms All student employment system Management forms can be found under Student Employment Management Forms Submenu: Student Employment Control Form (SWASECN) This form is for CSC department to manage the online employment registration period and also control the working hours and times per day. The form needs to be set up each term and for that term which is shown in the key block, the following fields need to be entered which are: 11
- Web Start and End Dates: starting and ending dates of online employment registration period. - Regular, Vacation and Weekend Hours: maximum working hours for employment students in regular, vacation and weekend days. - Start and End Time: starting and ending working time period for the employment students per day. Calendar Control Form (SWACLND) This form is for CSC department to enter the vacation periods per one academic year. The form needs to be set up per academic year and it has the three fields of Vacation, Start and End Dates for that vacation. Departments Control Form (SWAEDPT) This is a control form that is used to control the employment departments specifications. In the key block a valid department code and an effective term code must be entered. In the detail block a supervisor s job ID from the selected department and the director s job ID of this department must be entered. The vacancy field specify the maximum number of available vacancies for this department and the Applicants Limit filed is used to control the maximum number of employment applications that can apply for this department. 12
Salary Control Form (SWASALC) This is a control form that is used to control the minimum and maximum allowed salaries can be assigned to a student. The term entered in the key block is effective term so the salary range entered will be valid for a period of time. The salary amounts should be divided by 5 e.g. 40 or 45 not 43. Student Employment Form (CSC) (SWASEMP) This form is for CSC department to view and manage student applications. The form has the following fields: Student Employment Tab: App No: the application number of the student employment. The student can apply a maximum of three applications in one term. Term: the application term of the student employment application. 13
Status: the status of the application. Only CSC can change the status or it can be changed through a process. o P (Pending): when the student applies for a new application. o A (Accepted): when the student is accepted in a department. o C (Canceled): the pending applications are canceled before starting a new application period through SWASERE process. o E (Ended): the application is ended if the employment rules are violated. The status is changed from a process that is run by the CSC department. o W (Student Web Cancellation): when the student cancel the application from Banner SSB Department: the department of the student employment. The student can apply without choosing the department. Supervisor Approval: this indicator is checked by the supervisor to approve the student in a certain department. CSC Approval: this indicator is checked by the CSC to approve the student in a certain department after the supervisor approval. Salary: The salary should be between the range defined in SWASALC and it should be a multiplication of 5. The CSC can allow the supervisor to exceed the range by checking the Override Salary indicator. CSC can change the salary any time without restriction. Override Salary: an indicator that is allowing the supervisor to assign a salary outside the range. Usually, this is done after an approval from the VP of student affairs that is submitted to CSC department. Acceptance Date: the date when the status is changed to A- Accepted. End Date: the date when the status changed to E- Ended. Student Skills Tab: This tab shows the student skills that are chosen by the student in the self service. The supervisor has the ability to change the skills. Student Employment Application Form (Supervisor) (SWASSMP) This form is for the supervisor to view and manage student applications. The form has the following fields: 14
Student Employment Tab: App No: the application number of the student employment. The student can apply a maximum of three applications in one term. Term: the application term of the student employment application. Status: the status of the application. o P (Pending): when the student applies for a new application. o A (Accepted): when the student is accepted in a department. o C (Canceled): the pending applications are canceled before starting a new application period through SWASERE process. o E (Ended): the application is ended if the employment rules are violated. The status is changed from a process that is run by the CSC department. o W (Student Web Cancellation): when the student cancel the application from Banner SSB Department: the department of the student employment. The student can apply without choosing the department. Supervisor Approval: this indicator is checked by the supervisor to approve the student in a certain department. Salary: The salary should be between the range defined in SWASALC and it should be a multiplication of 5. The supervisor is allowed to exceed the range by checking the Override Salary indicator in SWASEMP by the CSC department. Acceptance Date: the date when the status is changed to A- Accepted. End Date: the date when the status changed to E- Ended. Student Skills Tab: This tab shows the student skills that are chosen by the student in the self service. The supervisor has the ability to change the skills. Student Employment Timings Form (SWASEMT) 15
This form is for department s supervisors to view and manage students attendances. The form has the following fields: Student Attendance Tab: Date: the date of the attended days. From and To (for each period): those fields are used to enter the starting time and ending time for each of students working periods. Students are allowed to work for maximum 3 non conflicted periods and a total hours of all periods in all departments that the students working for must not exceed the allowed maximum hours. The supervisor can enter a periods that are conflicted with students schedule of classes but not conflicted with other working periods in this departments or other departments. The from and to times must be between the allowed start and end times that CSC decided (e.g. the from time not before 6:30 am and the end time not after 10 pm.) Student Skills Tab: Supervisor Approval: this indicator is checked by the supervisor to approve the student s attendance for a selected month. Performance: this field used to evaluate the students performance for a selected month using the following scale: 5-Outstanding, 4-Exceeded Expectations, 3-Met expectations, 2- Needs Improvement, 1-Unsatisfactory After the supervisor approval no changes are allowed in the Student Attendance Tab. Student Employment Timings Form (CSC) (SWASEMC) This form similar to Student Employment Timings Form (Supervisor Version) only that this form has no restriction on attendance dates and times. Monthly Control Form (SWAMNTH) This form is for CSC department to enter the business days for each month. The form needs to be set up per academic year and it has three fields of Month, Start and End Dates of business days for that month. 16
Student Bank Information Form (SWASINF) This form is managed by the Finance department to enter the bank information for the student. The form shows the SSN (Qatari ID) number for the student if it is defined in banner. The Finance cannot add a new record if the student didn t apply to the employment service. Also, the bank information for a student cannot be deleted, only it can be updated. The latest record is the active bank account for the student. Student Employment End of Month Form (CSC) (SWASSUM) This form is specific to CSC staff members. It gives them the ability to view the list of students who are so far approved by both supervisors and directors of their employed department/unit but not yet have been approved by CSC. 17
Is the screen shows: in the key block the month and year are mandatory field that must be entered to view the list of the students. Whereas the Department/Unit field is optional. In this field the user can specify a certain Department to show the list of students who are employed in that specific department. If the field is left empty all students in all departments, with supervisor and director approval, will be listed. In the information block the student id, name application number, department s\he is employed in, attendance hours, salary rate, total month salary, supervisor approval, director approval, csc approval, performance and activity date (the date of last activity on the student summary record which most likely would be the director approval date). The CSC approval is be default checked unless the user unchecks it. When the Approve button is pressed, all listed students end of month summary who have CSC approval checked will be approved. After pressing the button the information block (students list) will be refreshed and student who were not approved by CSC will be viewed again in the list. Finance End of Month Form (SWAFSUM) This form is specific to Finance staff members. It gives them the ability to view the list of students who are approved by all supervisors, directors and CSC up to the month entered in the key block. 18
The form has an option Feed which controls the attendance days that can be included in the salary calculation for the selected month. Such option can have one of the following values: Y can be Fed: indicates that the record can be calculated in the salary summary. It is the default value for all attendance days. N - Don t Feed: if set,the records of that month will not be calculated in the salary sum and will be Y for the next month. F already Fed: indicated that a records is already calculated and transferred to the month summary. Such Feed indicator must be specified before pushing the Feed button which will calculate all students salaries for all records that have Feed indicator set to Y. all records with N indicator set will not be included in the salary sum. When the button is pushed all records with Feed indicator = Y will be set to F, fed or already calculated, whereas all records set to N will be set to Y so they can be included in next month s salary calculations. Student Career excellence Form (SWASECX) The career excellence serial number can be entered here for students who have one. It is not necessary for a student to have an employment or application records to insert such information. 19
Student Employment Update Process Form (SWASERE) This form for canceling all the pending applications and set the update indicator to N which means they need to re-apply in the next application period. End Student Employment Process (SWAENSE) This form is for Ending all Students who have violated any of CSC conditions for employment. In the key block a valid term must be inserted and the information block will list all students with A accepted employments who have violated CSC conditions. 20