AABS Partner-in-Progress Recruiting

September 2019

Student Employment Enhancements

The following recommendations are for student worker positions on the College Station campus, including the Health Science Center. Although Graduate Assistant positions are exempt from these enhancements, positions that can be held by either a graduate or undergraduate student are included.

• Exceptions have been made for student worker positions with the specific Job Profile: Student Research Assistant (U7678)• The Student Research Assistant position should be used ONLY

for student worker positions where at least 60% of the duties are research related.

Post all student employee positions in a central location

Implement as required beginning August 1, 2019

Why?• Ensures equal access to employment opportunities

How?• Use JobsforAggies.tamu.edu

• Postings must be active a minimum of 5 calendar days

• Can create a static posting• Can direct applicants to an outside application process• Can include posting number in requests to fill positions in Workday

Exceptions for Student Research Assistants

• Advertising Positions

• Due to the unique nature of these positions, Student Research Assistant positions will be promoted through a generic posting on Jobs for Aggies that discusses the opportunities for students on campus, and how they can seek out research positions.

• Positions will be advertised via the First Year Experience, and the Research Opportunities Database through LAUNCH.

• Individual positions can be posted on Jobs for Aggies, but it is not required.

All student employee positions have written job descriptions

Implement as required beginning August 1, 2019

Why?• Sets clear expectations of duties • By including learning outcomes students can understand what they can expect to gain from position

How?• Multiple options in Workday to suit organization needs

• Option 1: Enter position description details in the Job Description Section in the on the Position Restrictions Tab for each student PIN

• Option 2: Store collective position descriptions at a web link created by your office and paste this link under each PIN in Workday

• Template available on JobsforAggies.tamu.edu. Use is optional but it can assist with gathering necessary info and entering it into Workday

Exceptions for Student Research Assistants

• Position Descriptions

• It is a best practice for faculty supervising Student Research Assistants to provide written or verbal guidelines and expectations for students in these positions.

• There is a sample on Jobs for Aggies to use at the supervisor’s discretion.

• It is not required to maintain a position description in Workday, but supervisors may do so, if preferred.

Student employee position descriptions should contain marketable skills and learning outcomes

Implement as required beginning August 1, 2019

Why?• Sets expectations for student for what they will learn in position and identifies transferable skills

How?• Each position description should include, at minimum, three learning outcomes.• Student Employment Office has developed tools, templates, and training on writing position descriptions that

contain learning outcomes. They can be found on JobsforAggies.tamu.edu.• Also encourage use in job postings for recruitment purposes

Student employees must receive documented performance reviews once per year (365 days)

Implement in AY 2019-2020

Why?Provides critical feedback for students to build professional skills needed in future career

How?• A performance evaluation will be required once per year (365 days).• If a student terminates employment before reaching one year, an evaluation is not required.• An evaluation must be completed prior to requesting a pay increase for a student employee

before one year of employment.• Performance reviews must be documented in writing and discussed with the student. The

student must acknowledge receipt of the evaluation in writing. • Departments may use their own performance evaluation forms or use the Performance Review

template available on JobsforAggies.tamu.edu.• Departments are responsible for retaining all performance review documentation and provide

them to the Student Employment Office when requested.

Exceptions for Student Research Assistants

• Performance Reviews

• Supervisors are encouraged to provide student performance feedback and facilitate conversations and any written information regarding marketable skills and learning outcomes the student will obtain from working in a research position.

• The frequency and method of providing feedback is at the supervisor’s discretion.

Training and resources to be developed for student employee supervisors

• Templates and online resources can be found on JobsforAggies.tamu.edu• Workshops can be found on JobsforAggies.tamu.edu

• A special workshop focused on Learning Outcomes is scheduled for September 30, 2019 from 2pm – 3:30 pm.

For important announcements regarding student employment:

Join our on campus supervisor list serve by visiting our website:

https://jobsforaggies.tamu.edu/Employers/listservs

JobsforAggies@tamu.eduJobsforAggies.tamu.edu

How Can AABS Help?

HRPR Position Description Builder To assist departments, HRPR has created a series of standardized job descriptions for the following student employment categories:• Student Assistant

• Accounting Assistant• Communications Assistant• Data Entry Assistant• Editorial Assistant• General Office Assistant• Marketing Assistant

• Student Technician• Desktop Support Technician• Computer Lab Support Technician

• Student Coordinator• Event Coordinator• Office Coordinator• Project Coordinator

• Departments can use the position descriptions as written or customize them to fit their department.

• Position descriptions are required for all student positions, however, these standardized position descriptions are optional. 

• Learning Outcomes:• You can add learning outcomes to your position from a drop down list.• You can add a learning outcome that you create.

HRPR Position Description Builder

DEMO Position Description Builder Tool

Laserfiche Updates

Notable Changes• HRPR will no longer require sensitive documentation (i.e. Social Security Cards and Drivers 

License) be Filex’ed during the initial part of the hiring process.• Exception: Still required for Non‐Affiliated Student to create a UIN• Original and Unexpired documentation is still required to complete I9 and New Hire Appointment

• Hiring Managers will need to work with new student hires to retrieve all required non‐sensitive documentation and submit via Laserfiche

• List of Non‐Sensitive Documents include:• Completed Student Employment Questionnaire• Student Employee Online Orientation• Selective Service Form (if applicable)• Work Study Certificate (if applicable)• Proof of Enrollment• Dual Employment Template (if applicable)

Student Hire Overview• Hiring Manager needs to log in with Laserfiche account credentials (full tamu email address as username, 

AUTH password)• Hiring Manager can upload non‐sensitive documentation via this Laserfiche step

• List of documents can be found on AABS HRPR website under Student Hire Customer Reference Manual 

• Hiring Manager receives an email with instruction to upload non‐sensitive documentation via Laserfiche, if not completed in previous step

• Student Hire receives a welcome email from AABS

• HRPR creates positon in WD based on position information provided by Hiring Manager in Step 1

• HRPR inputs student hire information and sends request for background check to main HR 

• HRPR completes costing allocation in WD for the position based on account information provided by Strategic Partners in Step 2a

Student Hire Overview continued

• Student Hires should go to https://swan.tamu.edu/aabs to schedule appointment• Details about required documentation needed to complete I‐9 are listed in 

notification email, SWAN appointment login, and SWAN check‐in kiosk. 

• HRPR submits request to main HR for background• Main HR initiates background check within 24‐48 hours later• Student consents and completes background check 

• Hiring Manager receives notification when process completes• ISS receives notification on international student• Hiring Manager can check the status of the process at any time by log 

in to Laserfiche and access the process through “completed tasks”.

• HRPR verifies background clearance• HRPR verifies Dual Employment 

Benefits of Managers Retrieving Non-Sensitive Documents Builds working relationship with new student employee

Documents provide managers with information that they need to know about Proof of Enrollment/Class Schedule  Work Study Awards  Dual Employment

Faster Processing Times Student respond to their managers faster 

DEMONSTRATION

DEMONSTRATION

Background Check After HRPR is able to process the student’s uploaded documentation, student will receive an email to provide information for a background check. If the Background Check Consent is not given within the first 7 days, HRPR will contact HROE to resend the request

The student will have an additional 7 days to consent to the Background Check After a total of 14 days and two Background Check Consent requests, the hire process will be terminated if the student doesn’t complete the background check.

Hiring Managers can re‐initiate the process once the student willing to complete the Background Check.

Background check process typically takes 3‐5 business days. But it may take longer depending on student’sindividual situation.

New Hire Session After background check is cleared, student will receive an email askingto schedule their new hire session.

Certain original documentation is required during this new hire session If your student does not bring the required documents or does not bring the original, unexpired copy, they will have to reschedule theirappointment for a later day.

Additional details and a more comprehensive list of acceptable documents can be found here on the U.S. Citizenship and Immigration Services website

New Hire Session If students do not schedule their appointment within 2 days of receiving the background check clearance email, HRPR will send an initial follow up notice to student and hiring manager.

If students do not scheduled their new hire session after a total of 5 days,Hiring Managers will need to re‐verify a proposed hire date with the student. On the student’s proposed first day of work, the Hiring Manager will needto send the student to AABS for their new hire session. Hiring Managers, please have student schedule an appointment through SWAN on new proposed start date.

Please note if student does not bring original copies of the required documentation, thestudent is not clear to work. The Hiring Manger will need to coordinate with their student to reschedule their hire date and their new hire session.

Students are not cleared to work until after their New Hire Session has been completed.

Dual employed student can’t start work until dual employment has been approved!

STUDENT START DATES

Biweekly Payroll Start Dates Best practice is for a student’ start date to be at the beginning of a biweekly pay period 

The chance of a student not being paid increase the later their start date is during a pay period

HRPR will be implementing Blackout Start Dates Blackout Dates include the last 3 business days of a pay period Examples on next slide

HRPR will still hold I‐9 appointment during Blackout dates; however, the student’s official start date will be the following Monday 

Blackout Date Examples

Best Practice & Acceptable Start Dates include the 23rd through the 1st The student’s start date can be the same 

day the I‐9 was completed

Blackout Dates include the 2nd through the 4th HPRP will still hold New Hire Appointments, process I‐9s, and initiate hires in Workday The 7th is the first Monday of a new biweekly pay period The student’s adjusted start date will now be the 7th

The student is not permitted to begin work until the new adjusted start date

QUESTIONS?