Student Employment Procedures Hire a Student

Student Employment Procedures Hire a Student
Student Employment Office
Phone: 508.565.1820
Email: studentemployment@stonehill.edu
Student Employment Procedures
Hire a Student
Before the hiring process, please check the student’s Federal/Stonehill Work Study Award on myHill. This is only for the Academic hiring
process! If hiring for summer, skip this and start with Hire a Student in PeopleAdmin section on page 3.
Check a Student’s Award Eligibility
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Log in to myHill:
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Go to Employee Services tab
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Look for the Student Employee Rehire channel, then click on Display Student Eligibility (If you do not see this on your screen, you must
download the Luminis Channel )
•
You can search by Student ID or Last name, and then click the “Submit ID or Last Name Search” button. If searching by last name, you
can use the drop down to select your student then click the “Select Student from the Drop-Down” button.
•
If the Award Amt is ZERO, you will need to contact the Student Financial Assistance’s office at ext 1299. During the Academic hiring
season, you may not hire a student without an eligible award. You can also check the student’s paper work status from this screen.
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Hire a Student in PeopleAdmin
The first step to hiring a student is to log into PeopleAdmin: http://jobs.stonehill.edu/hr
The username/password you use here are different than the email you would use for myHill. If you have forgotten the password you created for
this site please click on the “Request a password reset” link and follow the instructions provided there.
•
Once you are logged into PeopleAdmin please verify the user group that you are logged in as. In order to post a position or hire a student
you will need to be logged in as the “Hiring Manager – Student” group.
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•
Make sure you are in Applicant Tracking!
•
You can change this group by clicking on the drop down box, selecting the appropriate group, then clicking the refresh
button.
At this point we will look for the position students have been applying to. In this example we are hiring a student to work in the Controller’s
Office as the Controller’s Office Assistant.
•
Click on Postings >> Student Position
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•
Click the link for the Department or Position Title.
Advanced: Clicking “More search options” will bring enable other ways that you can filter this search screen to find your position.
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Click on the Applicants Tab
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Click on the Name of the Student you may be interested in hiring. In this example we are going to hire Conlon-McCombe, Timothy
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This is where you can review the candidate’s answers to the questions in posting and evaluate if the student will be the right fit for your
department. Once you have decided this is the candidate for you:
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Click Start Student Hiring Proposal
•
The following screen is a search screen where you are matching the applicant to the position description you are hiring them into.
Generally by default PeopleAdmin will match this up for you so you can simply click “Select Position Description”.
Advanced: You may not see a position number with a radio
button checked you can use the search screen to narrow down
to the position description you are attempting to hire the
student into. If you find this search screen is yielding many
results please refer to our PeopleAdmin maintenance guide to
learn how you can archive old position descriptions.
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Sometimes after clicking “Select Position Description” you will see the following error message
This happens when a student in in the process of being hired by another hiring manager in a different position at the exact same time you are
attempting to hire this student. You should contact student-employment@stonehill.edu and they will be able to finish hiring this student for you.
This happens because generally you would not want an employee hired in two different positions by the same employer at the exact same time.
If you do not see the above message then you will be taken to the Hiring Proposal screen where you will be asked to please verify the student has
been granted a Work Study award by Student Financial Assistance.
*If this is a Summer Position hiring then you can answer “No” to this question.*
Please check the following:
•
•
•
Hourly Salary
Start Date
Projected End Date
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•
Click Next
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Here you will see the summary screen for the Hiring Proposal. Please review all of the information before taking the next step!
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•
Click on Take Action on Hiring Proposal
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Click the link that reads “Send to Student Employment for Review (move to Under Review by Student Employment)”
•
At this point you will be able to communicate any additional information about the student to student employment should you need to.
Then, Click Submit.
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Congratulations! You have now hired a student for the job you posted. You will get an email confirmation.
This is an example of the email:
At this point, please go to the Student Employment New Hire Orientation Check List.
Student Employment will verify that the student has completed the appropriate documents including the W2, M4, I9 and Direct Deposit
information.
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Once the student’s job has been created in MyHill and the student timesheet is available, you and the student will get an email similar to
the following:
--- start of email --Hello Massimiliano DeFrancesco,
Congratulations this email is to certify that you have been granted employment for the following position:
Position: Summer Farm Intern Mission
Department: Stonehill Farm Operations
Hourly Rate: 9
Start date 05/17/2015
End date: 08/22/2015
Your time card will be active starting on 05/17/2015. Please log into myhill on or after 05/17/2015 to verify that you are able to access your time
card for this position. Should you have an issue in filling out your time card please coordinate with your Hiring Manager for this position. You
can watch instructions for filling out your timesheet here: http://www.stonehill.edu/offices-services/it/support/knowledge-base/workstudy-timereport-myhill/
Sincerely,
Student Employment
student-employment@stonehill.edu
508.565.1820
--- end of email ---
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Closing out the Position
After you have hired all the students into the posting that you wish you, you should log back into PeopleAdmin and move the position to “Filled”
then “Closed”.
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Click on Postings >> Student Position
•
Click the link for the Department or Position Title.
Advanced: Clicking “More search options” will bring enable other ways that you can filter this search screen to find your position.
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•
If you would like to send an email letting students know the position is fill you can transition the posting to filled then to closed
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Click Take Action on Posting >> Closed (move to Closed). This will remove the posting from the jobs.stonehill.edu website so no more
applicants can apply.
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The email sent to the non-hired students will read as followed:
Start Email
Dear {{application__first_name}} {{application__last_name}},
Thank you for your interest in the {{posting__job_title}} position. At this time, the position has been filled.
Jobs are posted throughout the year, so please check back regularly to view any additional jobs for which you may be qualified.
Thank you,
Student Employment
student-employment@stonehill.edu
508.565.1820
End of Email
** Please make certain to move the job to CLOSED after moving it to FILLED.
.
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