The basic steps for hiring a student employee are as follows:

1. Step 2 “Post” your job opening (Job Order form). Determine your department’s needs and budget. Step 1 Step 3 The basic steps for hiring a student employee are as follows: Step 3 Research eligibility of applicants in Banner • This section of the tutorial will walk you through Step 3: Research Eligibility of Applicants in Banner.The sub-steps are: • Log on to Banner. • Check RJASEAR for award status. • Check RJASERF for completion of I-9 and W-4 forms. Step 4 Conduct Interviews Select the student you want to hire & submit a “Student Worker Request.” Step 5 Check for work approval using the Banner system (see 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). Step 8 “Close” the job opening. Notify applicants not selected of hiring decision (Job Closure).

2. Step 3 • There are several reasons why it is necessary to research applicant eligibility before an interview. • During the priority period at the beginning of the fall semester you may only hire “Federal Work-Study” eligible students. This means that it’s a waste of your time to interview someone that does not qualify for FWS, because you may not hire them until the priority date passes. More information is given on this topic in the “Fall Semester” section. • On the first day of employment the student must complete an I-9 and W-4 form. Both of these forms require that the student present original (not copies) identification documents. Because it is required that these forms be completed, hand delivered and processed on the first day of employment, it can sometimes be difficult for students to obtain the documents in time if their parents keep these documents secure at home. • If a student that you wish to interview has rejected their federal work-study award or if the award has been cancelled, then the award must be reinstated before the student is eligible for hire. Knowing this before you interview a student can save you time. If the student has questions about his/her work-study award amount or work-study eligibility, please refer the student to a Financial Aid Counselor. Do NOT refer students to your departmental contact in Student Financial Aid. • If you are wanting to hire a student that is eligible and able to work the maximum number of hours per week (20) then it will benefit you to check their award amount first. By doing so you can be sure that the student you interview is able to work that amount of hours before you interview them, thus saving you time and frustration interviewing candidates whose award amounts will only let them work, for example, 10-12 hours. • Is the student already employed? If so, the student may need to terminate their current job before applying for another job. If the current job will allow the student to work two jobs, that is permitted; however, the student may not exceed his or her award amount or 20 hours per week. Check RJASEAR for any additional jobs.

3. Step 3 This section will guide youthrough the steps necessary to research an applicant’s eligibility before you interview them. • Here’s what you’re checking for: • Source of funding (RJASEAR) • Award status (RJASEAR) • Current employment status (RJASEAR) • I-9 and W-4 completion (RJASERF) • What does this mean? • Source of funding means the source from which the financial aid is coming from - either Federal Work-Study or University Work-Study. A University Work-Study award will not appear on the top half of RJASEAR. You must contact the Student Financial Aid Office to see if the student qualifies for UWS. • Award status means whether or not they have accepted the award and states the amount of the award they have received/accepted. If the status is “offered,” then the student must accept the award on BearWeb. • Current employment status means whether or not the student is currently employed. If they are, they may need to terminate the current job before applying for another. • I-9 and W-4 completion means they either have or have not completed these forms for prior on-campus employment. It is important for the I-9 and W-4 forms to be completed on the FIRST day of work to ensure that they are turned in within the first three days of employment. More in-depth instruction on using Banner is available in another section of this training called “Mini-Banner.”

4. Step 3 What is RJASEAR? There are three main parts or “blocks” on the RJASEAR form that you will use when researching eligibility: the “top block” and the “awards block.” Top block – you will use the top block to pull up the record of the student whom you wish to hire. The awards block – This block contains the award information. From this block you will be able to tell the source of funding, whether or not the award was accepted, cancelled, rejected or offered and the amount of the award. The authorizations block – This block will help you determine if a student is already employed.

5. Step 3 • To research eligibility of applicants using the Banner system, you will do the following: • Log on to Banner. • Go to the RJASEAR form. • Pull up the record for the student you wish to interview in the top block (Aid Year, ID). • Locate the awards block to determine award status. • Locate the authorizations block to determine if student is currently employed. • Exit RJASEAR. • This tutorial will walk you through this process.

6. Step 3 1. Log on to Banner To log on to Banner: 1. Open your internet browser and type in www.baylor.edu/banner. Wait for the cover screen of Java Microsystems to load. 2. Enter your USERNAME and password. (Remember: these are not the same as your Bear ID and password). Leave the “Database” field blank. 3. Click “Connect.” (Remember: the hourglass will display until you click connect.) 1 www.baylor.edu/banner 2 3

7. Step 3 1. Log on to Banner When you log on to Banner, you will come to this screen.

8. Step 3 2. Go to the RJASEAR form. To get to the RJASEAR form: enter “RJASEAR” in the “Go To” field and hit the enter key.

9. Step 3 3. Pull up the record for the student whom you wish to interview. Hint:Once you enter the ID number it is not necessary to hit the “enter” key. The name field will populate automatically. You will need to click Next Block icon to populate the Awards and Authorization blocks. Enter the year when you will be employing the student. For example for 2010-2011, you would enter 1011 (no dashes, spaces, hyphens or slash marks). Be sure you have the correct year in this field. Enter the student’s ID number here: for example 888888888 (no dashes, spaces, hyphens or slash marks). Once you fill out the ID number, the student’s name will appear in this field. Be sure you have the correct student’s name in the field before you proceed.

10. The “Status” field indicates if the award has been accepted. The “Accepted” field indicates how much of the award was accepted (if it was) by the student. This will also help you determine how many hours per week the student may work. Step 3 4. Check the “Awards” block for source of funding In the “Awards” block locate the “Fund” field. The fund field will indicate source of funding. Next locate the “Status” field. This will indicate if the award has been accepted, rejected, cancelled or offered. The “Accepted” field indicates the award amount that was accepted. You will use this number to determine the number of hours the student is able to work each week (exceeding no more than 20). Acceptable Codes in the Fund field: Acceptable Codes in the Status field: The “Fund” field indicates source of funding.

11. Step 3 4. Check the “Awards” block for source of funding The following code combinations show you that a student is eligible for hire and at what point they may be interviewed: FWS + ACPS or A =student is eligible for hire and may be interviewed SFWS + ACPS or A =student is eligible for hire and may be interviewed FWS + OFRD or O = student needs to accept FWS award on BearWeb. Blank =student may be eligible for UWS and may be interviewed unless you are hiring for the fall semester and the priority date has not yet passed. Contact your Financial Aid Office representative for this information.

12. Step 3 5. Check the “Authorizations” block for existing employment. If a student has applied for a position that you are hiring for, before you interview them you will want to confirm that they are not currently employed elsewhere on- campus. If they are employed on-campus, they may need to terminate their current employment before they apply for another job. In some cases, a student may work two jobs if they do not exceed their award amount and work 20 hours or less per week. In this situation it is necessary to contact SFAO to know how to proceed. If the far left column of fields is completed, there is a good chance this student is already working. You may either choose to not interview them or you may need to keep this in mind as you interview them and ask them how their award amount and work hours will be affected by two jobs.

13. Step 3 5. Exit RJASEAR. Click here to exit RJASEAR and return to the main page of Banner. To exit RJASEAR and return to the main page, click on the “X” icon in the top right corner of the tool bar.

14. Step 3 Review Question True or false? Researching applicant eligibility is not important. It just slows the process of interviewing down.

15. Step 3 Review Question True or false? Researching applicant eligibility is not important. It just slows the process of interviewing down. Answer False. Before you spend time conducting an interview it is important to know if the person you are talking to is even eligible to be employed. It’s possible they are currently working another job at 20 hours per week. This makes them ineligible for hire until they terminate that position. Another scenario might be that they only have enough award for them to work five hours per week, but you really need a student that can work 15. It would be a waste of your time to interview this person that will not meet your needs. These are just two reasons why it’s important to research eligibility before an interview.

16. Step 3 Review Question • When researching eligibility you check RJASEAR to determine: • I-9 and W-4 completion status • Award status • Current employment status • None of these • B and C

17. Step 3 Review Question • When researching eligibility you check RJASEAR to determine: • I-9 and W-4 completion status • Award status • Employment status • None of these • B and C Answer The correct answer is E. The RJASEAR form is used to determine award status and employment status.

18. Step 3 What is RJASERF? There are three main parts or “blocks” on the RJASERF form that you will use when checking for work approval: the “top block,” the “options block” and the “miscellaneous block.” Top block – you will use the top block to pull up the record of the student whom you wish to hire – next block (or Ctrl & page down at same time) to view information. To Access Miscellaneous – Click on Options in the tool bar and then click the “miscellaneous” option. The miscellaneous block – This block contains the information you will use to determine if your student employee has or has not completed an I-9 & W-4 form.

19. Step 3 • To research eligibility of applicants using the Banner system, you will do the following: • Go to the RJASERF form. • Pull up the record for the student you wish to interview. • Select “Miscellaneous” from “Options” in the toolbar, or click the “Next Block” icon twice. • Locate information in the “Miscellaneous” block. • You may wish to exit Banner. • This tutorial will walk you through this process.

20. Step 3 1. Go to the RJASERF form. To get to the RJASERF form: enter “RJASERF” in the “Go” field. RJASERF

21. Hint:Once you enter the ID number it is not necessary to click “enter.” The name field will populate automatically. Step 3 2. Pull up the record for the student you wish to interview. After entering ID - Next Block to populate form Enter the aid year: for example if you need information about 2010-2011 enter 1011 (no dashes, spaces, hyphens or slash marks). Be sure you have the correct year in this field. Once you fill out the ID number the student’s name will appear in this field. If the students name does not appear, re-enter the ID number. Enter the student’s ID number here: for example 888888888 (no dashes, spaces, hyphens or slash marks).

22. Step 3 3. Select “miscellaneous” from “options” in the toolbar. Select “Options” by clicking once on the word with your mouse.

23. Step 3 4. Locate the information in the “miscellaneous” block. Once you click on “Miscellaneous” this block will appear or when you click on the “Next Block” icon twice.

24. Step 3 4a. Check the “I9 Information” field for the appropriate I-9 completion code. Acceptable codes: R- received; I-9 & W-4 are complete. You do not need to have the student complete the forms. N or Blank- forms not completed or updated. Student must complete forms with Human Resources on first day of employment. T- temporary; if past date indicated, student must complete a new I-9 form with updated employment eligibility. Student may call Human Resources at 710-2000 with questions. E - exempt; I-9 not required. Very rarely used. The “date” field will indicate when the forms were received. This is the “expire date.” This will only be important to you if there is a “T” in the “Form Ind.” field.

25. Step 3 5. Exit RJASERF To exit RJASERF and return to the main page, please click on the “red X” icon in the top right corner of the screen. Click here to exit RJASERF and return to the main page of Banner.

26. Step 3 Review Question • When researching eligibility you check RJASERF to determine: • I-9 and W-4 completion status • Award status • Employment status • A and B • C and D

27. Step 3 Review Question • When researching eligibility you check RJASERF to determine: • I-9 and W-4 completion status • Award status • Employment status • A and B • C and D Answer The correct answer is A. The RJASERF form is used to determine I-9 and W-4 completion status.

28. Step 3 Review Question True or false? I-9 and W-4 status are not that important to check before you interview, because even if they don’t have these forms complete they can still complete them and turn them in on the first day of employment.

29. Step 3 Review Question True or false? I-9 and W-4 status are not that important to check before you interview, because even if they don’t have these forms complete they can still complete them and turn them in on the first day of employment. Answer False.It’s important to check for completion of the documents before you interview because many parents retain control of the original identification documents necessary to complete the I-9 and W-4. If the parents live out of state and do not feel comfortable mailing the original documents, then the student would not have enough time to obtain the originals if they were only told of the need for these documents on the first day of employment. You can use this information to tell the student during the interview that these documents will be necessary for any campus job, so it might be a good idea to get them from Mom and Dad. Copies of these documents are not accepted.

30. Step 3 End of Section. Click to return to the main menu.