Changes to Hourly Student Hiring at Dartmouth May 2014 Presented by: Kari Jo Grant, Student Employment Office Consultant Updated 6/10/14
What we ll cover today. Our Current Student Hiring Practice Why we re changing it Our New Student Hiring Practice Access to the new Student Hiring System Employing Graduated students for one term following graduation Timeline for this change A little about electronic timesheets for students (Kronos) Kudos & Questions
Things that are NOT changing Jobnet will still be used as both: a database to hold details of student positions A websearch for students looking to work at Dartmouth College The process for requesting a Jobnet number for a student position will be the same. Still use pdf fillable form (found on SEO website) Go thru SEO to request position creation/update Student Employers will NOT be required to have a student position posted online in the Jobnet web search prior to filling it. (same as now)
So, what are we doing now?
Current State of Hourly Student Hiring I need help. I create a jobnet position. I have budget money I know a student who s interested Can you start on Tuesday? Employer After thoughts Explain how to fill out student timesheet & who needs to approve (sign) it Is this student eligible to work? (Are they really a current student? Have work authorization in the US?) Does this person have an I-9 completed?
Why we re changing it Entire campus moving to electronic timesheets (students will start 6/22/14) Need to capture information up front to load each student into Kronos for the correct job! Net ID of the student Start & End Date of employment Jobnet Number Supervisor Name Hourly rate of pay Chart String Kronos Timesheet Approver Keep or Remove listing in Jobnet Websearch for students to find/apply for the job Sharing information that helps Student Hiring Managers: Verify Student s: work eligibility, I-9 status, Parental Consent for under 18 Account String Validation at time of hire
New State of Hourly Student Hiring Determine if you have budget money to hire a student employee Consult with your Fiscal Officer if uncertain Offer position to student (hourly wage, position expectations, etc.) & get student s acceptance Use Student Hiring Form in PA SmartForm to record the hire & get the student into Kronos & Payroll System You will need the following information to complete the student hire: Student NetID & Name, Jobnet Number, Hourly Rate of Pay, Chart String, Supervisor Name Indicate whether you want the jobnet position visible to students in the websearch
Access to the new Student Hiring Function in PA Smart Form Requests for access to this function must be made by completing both a Confidentiality Form and a Security Access Request Form The Security Access Form must be approved by your Fiscal Officer (ask you Finance Center if you don t know who yours is) Should I request Access? If you have authorization to spend funding at the college and you hire hourly-paid student employees, then you should request access to this system. If you do not have authorization to spend funding at the college, you ll need to coordinate with your Finance Center to determine the best approach to hiring students in your area.
Employing students for one term after graduation (Updated Policy) A Dartmouth College Student may remain working, assuming one s legal employment status allows, as an hourly-paid student employee after completing his or her coursework through June 30. Post June 30, if the department has a business need, the graduated student may be hired as an hourly-paid temporary employee until September 30 th. During this period, the person is moved to the biweekly staff payroll as a temporary employee. Departments do not need to use the standard Dartmouth College hiring process through DORR. Post September 30, if a department has a business need to continue employment of this individual, the department must then hire the individual using the standard Dartmouth College process through DORR. This practice will allow students who have graduated from Dartmouth College to continue working for one full term past graduation and facilitate e-mail continuation for those employed.
Employing students for one term after graduation (New Procedure) The student continues to submit time on the student payroll through the end of the pay period including June 30 th. If work continues post June 30 th, the department submits a PA to hire the student as a temporary employee on the staff biweekly payroll with a reason code of "Graduated Student Temporary". (This year, the effective date of hire should be Sunday, July 6, 2014.) If work is expected to continue post September 30 th, the department must submit a DORR action in advance of that date and follow the normal business process for completing that transaction. (Allow ample time for this!)
Timeline for Implementation Now TBA after testing Week of June 15th 6/22/14 6/22/14 & 6/29/14 Complete and submit PASF Student hiring Manager using Security Access Request Form (for those who need it) Student Hiring Manager Function in PASF is LIVE Students can be hired with effective date of 6/22/14 Training offered to those who have Student Hiring Manager access in PASF this week (computer lab) Kronos is LIVE for student employees to record their time worked all students will get an email from Kronos Admin Several Kronos Training sessions offered to students (and employers who will train their students) on entering student worked time these weeks
A little bit about Kronos for Students Training information for students will be different than the information we provided to staff. Please review the student instructions before advising your student employees. There will be short videos available & walk-in trainings. Students will be expected to allocate each set of hours worked to a particular job (called transfer in Kronos) Students who are in the Kronos system will receive an automatic email reminder the 2 nd Thursday of the student pay period, reminding them to enter their time before the end of the pay period. A jobnet number will be removed from a student s Kronos job list in one of two ways: Employer completes an End Job action in Student Hiring PASF for that Jobnet Student has not recorded any worked time for ANY jobnet position in their list for 3 consecutive pay periods Supervisors will receive and review student hours via a report (scheduled by your Finance Center) at the end of each pay period Finance Centers will serve as the student timesheet approver in Kronos
Now what? Kronos will not be able to store more than one rate of pay and chartstring for each student s Jobnet number. If you ever pay a student a multiple rates or use multiple chart strings with the same Jobnet number, contact Kari Jo Grant (SEO) ASAP to brainstorm possible solutions to this problem. Determine who is the most appropriate person to process the student jobnet transactions (hiring, processing wage increases, ending the student s job) for your department/area If you wish to request access to the student hiring PASF, complete a Confidentiality Form and the Security Access Form, both located on the controller s website. Both are submitted to your Fiscal Officer for approval. Those who are approved for access to the Student Hiring PASF by June 2nd will receive an invitation to a one-hour training. Please attend! (This form works differently from the employee PASF.) If you are not the person who will be entering the student hiring transactions in PASF, find out who your contact will be and communicate with them about your hiring needs/practices.
Quick Summary: Employers must record every student hire via PA Smart Form Student Jobnet Hiring Form. (There is no other way for a student to be in Kronos!) All students must be hired using a Jobnet number. Each Student s Jobnet hire can only be associated with one pay rate & chart string at a time. Any updates to either the pay rate or the chart string will result in overwriting any information previously submitted Student Jobnet numbers drop out of Kronos after 6 weeks (3 student pay periods) of no work time recorded in ANY jobnet position. Employers must re-hire theses students to keep them active (able to record time for this jobnet number) if they are needed. Students will start using Kronos on June 22 nd.
Kudos & Thanks go to: Student Time Working Group Members: Adam Vergobbe Adria Belin Amy Layne Andrea Allbee Cheryl Josler Coralyn Bushor Debra Clifford Donna Hill Greg Potter Holly Potter Jaime Kingsbury Jane Piotrowski Karen MacPhee Kathy Boivin Kim Hanchett Kristina Fletcher Laura Dukeshire Lisa Wallace Lisa Ott Marie Doyle Minnie Slater Nancy Tenney Nicole Richer-Maloney Sally Dunham Susan White Quita Davis Lynn Thorp Also our Tech Team: Natasha Brown, Gary McLean, Todd Langille
Thank you for coming! What questions do you have? You can reach me at: Kari.Jo.Grant@dartmouth.edu or 646-9745