Work Study Hire Process

This guide will cover:

  • Creating a work study job requisition.
  • Progressing the work study hires through the offer process.

IMPORTANT - Below is the information you need to create a job requisition. Requisitions cannot be edited once they have been saved, so it is recommended to gather this information beforehand. You will need the following information in order to create a requisition:

  • The position number
  • Full job description
  • Supervisor of the position
  • Search committee members who will assist in the interview or search process

 

**Once you click Save and Close, you will not be able to edit the job requisition.

 

Step One:

Create the Job Requisition

  • Sign into WyoCloud from WyoWeb. 
  • From the Home page, navigate to My Team, then click the Hiring icon.

  • From the Job Requisitions page, click Add in the upper right corner to create a requisition.

  • Step 1- How
    • The only field you will complete on this step is the Position field, as Requisition Type, Use and Business Unit will auto populate.
    • Using your position number, select a position from the Position drop-down list of values.  It is best to type in the specific position number, but you can also search by title or department.
    • Once you have identified the correct position, highlight the position details and click Continue.

  • An Information box will appear to confirm values that correspond to the correct Position Template have been updated. 
  • Click Continue to proceed.

  • Step 2 Basic Info
    •  Verify the Requisition Title defaulted correctly based on the position you previously selected. 
      • You may add a dash (-) with additional clarification on the requisition title. 
        • Example:  Work Study – Wood Shop
    • Number of Openings this will auto populate to Limited and 1.
      • You can change to reflect the number of positions you need.
    • Select the best Business Justification that describes why this job is being posted.
    • Click Continue to proceed.

  • Step 3 Hiring Team
    • Hiring Manager = Supervisor.  Please note the Hiring Manager field will auto populate to whomever is creating the requisition but needs to reflect the supervisor of the position.  Be sure to update as necessary.

Please note:  If the Hiring Manager field is updated, you will receive the following Warning.

  • Please select No.  By selecting Yes, the department associated with the position number will be changed to match the Hiring Manager’s information, which is not desired at this time. 

  • After you have identified the correct Hiring Manager, you will identify the Recruiter you will be working with throughout the hiring process.  Your recruiter will be the first person listed in the drop down.

  • There are several Collaborator types, select the appropriate type from the dropdown values and enter their name in the field that appears.

  • Collaborator:  Member of the team that may need to have access to the requisition but is not on the search committee.
  • Hiring Manager Assistant:  Individual designated by hiring manager to assist with the system administrative tasks associated with the search process. 
    • Please note:  If you did change the Hiring Manager field, you’ll need to add yourself as a Hiring Manager Assistant.
  • Recruiter Assistant:  For all work study positions, please add Ronda Jackson from Student Financial Aid.
  • Decentralized Human Resources (DHR) Representative: DHR for hiring area that may need to view the requisition or ability to track the requisition’s progress.
  • Search Chair: Member managing the search, if different from the Hiring Manager.
  • Search Committee: Member of the search committee, or participant that will be reviewing applications, part of the interviews or a deciding member of the team.
  • Workflow Approver:  A team member that is not within manager hierarchy that may be required to review/approve the requisition and/or offer during the process.  Note:  This will be reviewed and populated by the Recruiter.

To add additional collaborators, repeat the previous step to add a different type or click the blue hyperlink under the collaborator you just added for more of the same.

  • Click Continue to proceed.

  • Step 4 Requisition Structure
    • Recruiting Type will auto populate based on the position you selected in Step 1.  Verify the information is correct.
    • Primary Location will default to the United States; no action required.
      • Please note:  Jobs not located on the main campus in Laramie will need to have language in the Posting Description (Step 6) identifying where the job will be located.
    • Click Continue to proceed.

  • Step 5 Details
    • Job Shift: Normal shift for this position.
    • Direct Hire:  Indicate whether this will be a direct hire.
    • Direct Hire/Exception to Posting Name:  Type the name of the individual being hired by Direct Hire or Exception to Posting.
    • Period of Hire: Indicate the appropriate period of hire.  Note: only one may be selected.
  • Requires Background Check:  A Background Check is required for all employees that meet certain job-related criteria.  Please see our Background Check Policy.
    • Background checks will be required for those hired into position in which any of the following work is involved:
      • Handling financial, student, or personnel data or information.
      • Confidential or sensitive data or information.
      • Handling cash, checks, and/or credit card transactions.
      • Providing services to anyone under age 18.
      • Possessing keys/codes or other means of entry to living or workspaces.
      • Working with hazardous materials.
    • Note: Employees cannot start work until the background check is completed, if one is required.
  • Requires Motor Vehicle Check:  A Motor Vehicle Records (MVR) check is required for all employees that will drive for UW business.  The MVR policy can be found here.
  • Pay Basis:  Non-Benefited Hourly Rate
  • Pay Basis Amount: It is recommended you enter the BUDGETED salary for this position.
  • Posted Salary Range:  Salary range displayed on the job posting visible for candidates to see.  This should be reflective of the available budget you have for this position.
  • Schedule (Hours Per Week):  Hours worked per week.
  • Click Continue to proceed.

  • Step 6 Posting Description
    •  Internal Short Description – Add a short description of the position to grab applicant’s attention.  This should be 2-4 sentences.
    • Internal Description – This will auto populate with a template that needs to be reviewed and updated. 
      • Review the job description and clarify minimum qualifications, add desired qualifications and any additional required materials needed.
        • Please specify what minimum experience is required.
      • Please do not delete or change template header – only information within the brackets {information} should be updated.
    • For work study positions, do not remove the eligibility statement under Other Requirements.
    • Confirm the “Same Description for Internal and External” box is checked as this eliminates the need to populate both an internal and external job description.
    • Click Continue to proceed.

  • Step 7 Offer Info
    • Both Department and Primary Work Location will auto populate based on organizational information.  Verify the information is correct.
    • Click Continue to proceed.

  • Step 8 Attachments
    • Please attach any applicable documentation. 
      • Examples include:
        • Direct Hire Supporting Documentation
        • Direct Hire Candidate Resume
        • Direct Hire Unit Organizational Chart
    • Click Continue to proceed.

  

  • Step 9 Questionnaires
    • This block auto populates the required Internal and External Prescreening Questionnaires.
    • Click the drop-down arrow in the box under Add Question to add additional Internal or External Prescreening Questions from the pre-approved library. 
      • You can start typing a keyword to find associated library questions to select from. 
        • If you add a question to the Internal section, you will need to add the same question to the External section as well.
    • Disregard the Interview Questionnaire section.

 

Step Two: 

Save the Job Requisition      

**Important:  Once you click Save and Close, you will not be able to edit your requisition, so be sure all the information is accurate before clicking Save and Close

  • You can review the information at any step by clicking the Edit button.

To submit the job requisition to HR for review, click Save and Close at the top of the page.

  • Once saved, your Recruiter will review and route for approvals.

 

You have completed the steps to Creating a Work Study Job Requisition.

This concludes the first segment of the Work Study Job Requisition process. Unless noted as a direct hire, the requisition will be posted for sourcing.  The remaining steps relate to progressing the candidate pool.

 

Step Three:

Candidate Application

All work study applications will be processed through an eligibility check via integration with Banner.  Only applicants that pass this check can be considered for hire.

  • To locate the application, go to the Job Requisitions page
    • This displays all requisitions you currently have access to.
  • Locate the desired requisition and click on the Requisition Title

  • From the Requisition Overview screen, click on the number for Screen (Requires Approval) – To be Reviewed by Hiring Manager. This will display the list of applicants that should be considered.

  • Click on the Applicant’s name to open their application.

  •  Applicant details are provided in the application blocks down the middle of the page. Expand each section by clicking on the expand/collapse arrow. Other application information can be viewed by using the navigation on the left.

  • Please note the Questions tab includes answers to the required UW application questions such as veteran status and conviction-related information.
    • NOTE: Applicants cannot be screened out based on the answers to these questions. If you have questions/concerns, contact your Recruiter (307-766-2377).
  • To view required attachments, click on the Attachments tab. These attachments can include the cover letter, resume/CV, and other supplemental documents.
    • NOTE: It is best to select List under the View dropdown. This way you can easily see all attachments and download them to share with the search committee.

 

  • When you finish reviewing a candidate, you can navigate to the next candidate by clicking the Next button at the top of the page.  You can also click Previous to review the previous candidate.

 

Step Four:

Change Candidate Status

Once candidate(s) has/have been reviewed, please update their Phase/State. This can be done in bulk on the Job Applications page or can be done individually for each candidate.

  • To move more than one candidate at a time, mark the box to the left of the candidate’s name.
  • Click the Actions drop-down, select Move and choose the appropriate Phase and State.
    • Note:  When changing the status of multiple candidates at once, all candidates must be in the same Phase/State and be moving to the same Phase/State.
  • To move candidates individually, check the box to the left of their name.
    • Click the Actions drop-down, select Move and choose the appropriate Phase and State.

 

Step Five:

Interview and Determine Top Candidate(s)

  • The Hiring Manager/Assistant will schedule and conduct interviews outside the system.
    • Throughout the interview process, candidates’ status should be updated as you move forward with your search.
    • To do this, please following the same process as described above:
      • Check the box to the left of the candidate’s name
      • Click the Actions drop-down, select Move and choose the appropriate Phase and State.
  • Applicants not selected for interview should be noted as such by updating the Phase/State to Screen, Rejected by Employer.
    • Select the applicants who will not be interviewed and under Actions, click Move.
    • Change the State to Rejected by Employer, and under reason, select the most appropriate reason the candidate was not selected for interview. Comments are optional but encouraged.

  • Once a top candidate(s) is determined, the Hiring Manager/Assistant is responsible for communicating the verbal offer of employment outside the system.  This typically occurs over the phone or via email.
    • If the candidate accepts the verbal offer, the Hiring Manager/Assistant will progress the candidate to the Verbal Offer – Proceed to Written Offer
      • Please ensure you follow HR’s posted guidelines to determine a start date.
    • If the candidate declines the verbal offer, select Withdrawn by Candidate (State) and select the best Reason.
    • Click Save and Close.

 

Step Six:

Progressing the Top Candidate(s)

  • Once the verbal offer has been accepted and the candidate is moved into the appropriate Phase/State, the recruiter will kick off any pre-employment checks.
  • Once the verbal offer is accepted and required pre-employment checks are initiated by the candidate, the Recruiter will progress the candidate to Offer, To be Created Phase/State. The Hiring Manager/Assistant will receive notification and is responsible for drafting an offer to the candidate at this time.

 

Step Seven:

Creating the Offer Letter

  • To create the offer, you will need to open the candidate’s application.  Click on the Actions drop-down and select Create Job Offer.

  • Complete all required fields as noted by the blue asterisk *and any other fields as applied to your hire type.

Many of the offer fields auto populate based upon what is present on the position within HCM.  This means they may need updated for the specifics of this particular position.  Pay close attention to ensure everything is accurate, especially working hours.

  • 1. When and Why
    • Start Date: The agreed upon first day of work for the employee.
      • These dates should coincide with a biweekly Pay Period Begin date. Refer to the Payroll Deadlines document for these dates under the Time Period Start Date column.
      • Start dates must be a future date. Candidates cannot begin working prior to the start date.
    • Legal Employer: Auto populates and should not be changed.
    • Worker Type: Always select Employee.
    • Action:
      • For a new external hire, select Add Pending Worker
      • For a rehire, select Add Pending Work Relationship
      • For a current employee, select Add Assignment
    • Click Continue.
  • 2. Assignment Info
    • Department: Auto populates, make sure this is the correct department the candidate will be working in.
    • Working At Home: Choose Yes or No, as applicable
    • Working Hours: This will default to 20 hours, please adjust as necessary.
    • Working as Manager: Choose Yes or No, as applicable.
    • Worker’s Comp Code:  This will be the last digit listed in the position number.
      • WC1 = Clerical Rate (employee is working in an office environment, low danger category)
      • WC2 = Professional without Lab (employee is working in a professional position)
      • WC3 = Professional with Lab (employee is working in a professional position in a laboratory)
      • WC4 = Non-Professional (employee is working in a non-office, high danger category)
    • Select the appropriate check boxes as applicable for Pandemic 100% work remote and Can self-isolate on campus.
    • Click Continue.
  • 3. Offer Team
    • This information pulls over from the requisition. Ensure the Hiring Manager is correct and any other collaborator types are included as needed.
    • Click Continue.
  • 4. Salary
    • Salary Basis: Hourly Salary Basis or Monthly Salary Basis, as applicable
    • Salary Amount: Enter the hourly pay rate or the monthly rate, as applicable.
    • Click Continue.
  • 5. Other Compensation
    • In most non-benefited hires, this field does not apply, please leave it blank.
    • Click Continue.
  • 6: Attachments
    • Please attach the Payroll Funding Form here under Internal Documents.
    • Include any other documents as needed. Be sure to add them under the appropriate section. Candidate-facing Documents should only be used for attachments that will become part of the employee’s official employee record.
    • Click Continue.
  • 7. Additional Info
    • If a field does not apply, please leave it blank.
    • Click Continue.
  • 8. Offer Letter
    • Use the drop-down to select the Part Time Worker template. If you do not see the correct letter, click Search.
    • Without typing anything, click Search again.
    • You can now see all Offer Letter options. Select the appropriate letter, this will be confirmed by your Recruiter.
    • You can review all blocks of the offer by clicking Edit.
  • Once you are confident you have provided all needed information, click Save and Close (not Submit).

Do not click Submit. Click Save and Close to draft this offer for the Recruiter to review and complete. Once the Recruiter has completed the offer information, the offer will be routed for approvals. Do not attempt to edit the offer once it has been Saved and Closed. If a change needs to be made, reach out to your Recruiter.

 

Step Eight:

Finalizing the Hire

  • Once the Recruiter has reviewed and completed the offer, they will submit it for approvals through workflow. Approvers will receive an email notifying them of an approval pending or can view this in the Bell Icon.
    • After the offer has been approved by the appropriate individuals, the Recruiter will extend the offer to the candidate electronically.
  • After the Recruiter has verified that the candidate meets the conditions for employment (background check, MVR, etc), they will submit the hire for processing.

 

Step Nine:

Send Correspondence to Rejected Candidates

  • Candidates not selected for hire should be noted as such by updating the State and Reason.
    • Select the applicants who will are not considered and under Actions, click Move.
      • To send correspondence to multiple applicants at once, the applicants must be in the same Phase/State.

  • Change the State to Rejected by Employer, and under Reason, select the most appropriate reason the candidate was not selected for hire. Comments are optional but encouraged.

  • Click Save and Close. The candidate will receive a system notification that they are no longer under consideration for this position.

 

This completes the Work Study Hire Process.

Was this helpful?
0 reviews

Details

Article ID: 129630
Created
Sun 3/7/21 8:59 PM
Modified
Wed 10/6/21 10:03 AM