Hiring Work-Study Students - Job Order Process

1. Step 2 “Post” your job opening. Research eligibility of applicants in Banner. Step 3 Step 4 Conduct Interviews. Determine your department’s needs and budget. Step 1 Select the student you want to hire & submit a “Student Worker Request.” Step 5 Check for work approval using the Banner system (job set up on RJASEAR). Step 6 Step 7 Make sure the student completes, or has completed, an I9 form and a W4 form (RJASERF). “Close” the job opening. Notify applicants not selected of hiring decision (Job Closure). Step 8 Step 2 The basic steps for hiring a work study employee are as follows: • This section of the tutorial will walk you through Step 2: Post your job opening. The sub-steps are: • Fill out the Job Order form online. • View the job posting to make sure it is correct.

2. Step 2 What is “posting” a job opening? When students are looking for work-study jobs, they are directed to go to the Student Employment website. There they can find information about how to apply for jobs and what jobs are available. To “post” a job opening means to list your job on the student employment website. Here is an example of the kind of information students can see on the student employment website. You are not required to post a Job Order form if you already know the student you wish to hire. Skip to Step 4.

3. Step 2 • Fill out the Job Order form online. • To post a job to the student employment website you need to complete the online “Job Order Form”. Here’s how you get to the job order form: • Go to the Work-Study Forms & Instructions website • (To get there: Baylor Home Page> Faculty & Staff> Work Study Forms), • You will then be prompted to enter • your Bear ID and password to open • the form. • Select “Job Order Form”.

4. Step 2 Fill out the Job Order form online. Here is what the Job Order form will look like. You will have to scroll down to fill out the whole form. Students will see your information exactly as you enter it into this form. No one will be re-typing your information. The Student Financial Aid Office will review your information to ensure that it is legal and according to policy. The clearer you can be about the requirements of the job – the more likely you will get applicants who suit your needs.

5. Step 2 Fill out the Job Order form online. • On the Job Order Form you will want to list the specific skills that the job will require. This will give students seeking employment a better idea if your job is right for them. For example: • Entering information into Excel document • Answering phones and greeting people at the front desk • Scheduling student advisory appointments • Lifting up to 50 pounds • This job order may be used as a job description if you list the skills the job requires. The Federal Work-Study program requires that you provide each student employee with a job description upon hire. If you do not list the skills with enough detail on the Job Order Form, you will need to provide an alternate, more detailed job description to your student employee.

6. Step 2 Fill out the Job Order form online. From this pull down menu, be sure to select the correct school term (fall, spring, summer) for when the job begins. Be sure to select the appropriate job category from this pull down menu. Use a descriptive title for your position. For example: “Office Assistant – Biology Department” rather than simply “Office Assistant.”

7. Step 2 Fill out the Job Order form online. If you have more than one opening for the exact same job, be sure to indicate that in this space. If you require a certain number of hours per week or specified hours during the day, be sure to include that information in one of these spaces. For example: MWF – 2:00 – 5:00, TTH 10:00 – 12:00.

8. Step 2 Fill out the Job Order form online. When you have completed and checked the form, click this “Submit Job Order” button to send your job posting to the Student Financial Aid Office.

9. Step 2 Review Question • How will students find out about your job opening? • Most students hear about jobs through word of mouth. • There is a binder of job listings in the Student Financial Aid Office (SFAO). Students go there to find jobs. • They go to the “Student Employment” website. • They call the Baylor job line and choose “student employment” from the phone menu.

10. Step 2 Review Question • How will students find out about your job opening? • Most students hear about jobs through word of mouth. • There is a binder of job listings in the Student Financial Aid office. Students go there to find jobs. • They go to the “Student Employment” website. • They call the Baylor job line and choose “student employment” from the phone menu. Answer • The correct answer isC. Your job will be posted on the “Student Employment” website. • Baylor Home Page  Current Students Student Employment.

11. Step 2 Review the job posting. Once you have submitted the Job Order Form, your job should be posted within two business days(allow five days during August.) The Student Financial Aid Office will review your job information to ensure that it is legal and according to policy. After two business days, you should check the Student Employment website to be sure your job has been posted. • To get to the Student Employment web page : • From the Baylor home page (www.baylor.edu) select “Current Students” • On the “Current Students” web page, look for the heading “Student Financial Services” • Under that heading, click on “Student Employment.”

12. Step 2 Review the job posting. 1. From this main Student Employment website, click on the appropriate semester for your job posting. 2. That will bring you to this page for the semester you selected. On this page, click on the appropriate category to see your job posting.

13. Step 2 Review the job posting. 3. This page lists all the jobs for the category you selected on the previous page. You should see your job on this list. Click on your job. 4. That will bring you to the actual job posting. It will look something like this. Check this information. It should be the exact information you entered on the job order form.

14. Step 2 View the job posting to make sure it is correct. Check your job posting! If something is incorrect in the posting on the “Student Employment” website, you will need to re-submit a new “Job Order Form.” The information is entered exactly as you complete the form, so if there is a mistake you will need to re-submit the form. You will also need to submit a “Job Closure” form for the incorrect position that is listed on the “Student Employment” website.

15. Step 2 Review Question • Which online form do you complete to post a job opening on the “Student Employment” website? • Job Order form • Student Worker Request

16. Step 2 Review Question • Which online form do you complete to post a job opening on the Student Employment website? • Job Order form • Student Worker Request Answer • The correct answer isA. To post a job opening on the Student Employment website, you select the Job Order form from the Work-Study Forms and Instructions website. To get there, follow this path: • Baylor Home Page  Faculty & Staff Work-Study Forms

17. Step 2 Review Question True or false? The information you enter on the “Job Order” form should be pretty general. It’s a good idea to avoid getting too specific about your particular job.

18. Step 2 Review Question True or false? The information you enter on the Job Order form should be pretty general. It’s a good idea to avoid getting too specific about your particular job. Answer False. The information you enter on the Job Order form should be as specific as possible. Student applicants will see the information on the Student Employment website exactly as you enter it on the Job Order form. The more specific you are, the more likely you will get applicants who can meet your specific needs.

19. Step 2 Review Question True or false? The information you enter on the “Job Order” form will appear on the Student Employment website as soon as you click on the “Submit” button.

20. Step 2 Review Question True or false? The information you enter on the Job Order form will appear on the Student Employment website as soon as you click on the “Submit” button. Answer • False. The information you enter on the Job Order form should be posted to the Student Employment website within two business days. After two business days, you should check the Student Employment website to make sure your job opening has posted correctly. The Student Financial Aid Office will review job information to ensure that it is legal and according to policy. To get to the Student Employment website, follow this path from the Baylor home page: • Baylor Home Page  Current Students Student Employment.

21. Step 2 Review Question True or false? The information I submit on the Job Order form will be checked for spelling, punctuation, fact or other errors and then changed before the job is posted to the Student Employment website.

22. Step 2 Review Question True or false? The information I submit on the Job Order Form will be checked for spelling, punctuation, fact or other errors and then changed before the job is posted to the Student Employment website. Answer False. The information is posted exactly as you submit it, so check to be sure that you have everything correct. Incorrect information can slow the hiring process for you and create confusion for job seekers.

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