Work-Study Job Offer

This guide includes: 

 

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This guide details steps using Recruiting Cloud Access.

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If you do not see the steps detailed within this guide, your  Recruiting Cloud Access Training is most likely incomplete. Please visit our hiring toolkit to find the link to the required hiring trainings. You will navigate to “Before you Begin”

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The steps in this guide apply when a department finalizes a Work-Study hire by creating a job offer in the Oracle Recruiting Center (ORC).

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Before starting the Work-Study Job Offer guide steps, please ensure the intended candidate has passed the eligibility check and has accepted the department’s verbal offer, and the candidate’s status in the Oracle Recruiting Center (ORC) has been updated to Verbal Offer, Verbal Offer to be Made.

Recruiting Icon

If you have any questions, please contact HR Recruiting at recruit@uwyo.edu.

 

  • A Non-Benefited Job Offer Training Recording is also available here.

Processing Final Candidate

  • After the intended candidate has accepted the department’s verbal offer, and the candidate’s status in the Oracle Recruiting Center (ORC) has been updated to Verbal Offer, Verbal Offer Accepted or Proceed to Written Offer, the procedures listed below are initiated to finalize the Work-Study hire.

Step 1

HR Recruiting sends the invite for the University of Wyoming’s pre-employment background check, if the position requires one.

Step 2

After the pre-employment check invite has been sent to the desired candidate, HR Recruiting will update the candidate’s status to Offer, to be Created.

Step 3

Hiring Managers receive a WyoCloud HCM notification to create an official job offer in the Oracle Recruiting Center (ORC).

 Step One 

My Team Navigation                                                

  • After logging in to WyoCloud HCM, click on the My Team module tab in the top taskbar.

  • Click on the Hiring application.

Screenshot 1

Step Two

Candidate Applications

  • After you have clicked on the Hiring application, the Job Requisitions page will populate.

    • The Job Requisitions page will show all previously submitted job requisitions. To see inactive requisitions, please click the “include inactive requisitions” filter.

  • Click on Applications on the right-hand side of the Work-Study position to view candidate applications.

Screenshot 2

 

  • The Job Applications page will show all applicants for the Work-Study position.

  • Once the background check invite has been sent to the candidate (if required), Offer, to be Created will be listed in the Status column.

  • Click on the candidate's name to create an official job offer.

Screenshot 3

Step Three

Create Job Offer

  • Click on Actions in the upper right-hand corner and select Create Job Offer using the available drop-down menu.

Screenshot 4

 

  • After you have clicked on Create Job Offer, subsequent job offer sections will populate, including:
  1. When and Why
  2. Assignment Info
  3. Offer Team
  4. Payroll Info
  5. Salary
  6. Other Compensation
  7. Comments and Attachments
  8. Additional Info
  9. Offer Letter

When and Why

  • In the When and Why section, please complete the following:

When is the employee start date?

The field will default to the current date. Please update the start date to the agreed-upon future date using the calendar icon.

Start dates must correspond with the employee's actual first working day.

For optimal processing, HR Recruiting recommends that employee start dates coincide with the UW Payroll Deadlines: Time Period Start Date. Please note, these dates fall on a Sunday. Please make the start date the following Monday unless the candidate starts on a Sunday.

Time Period Start Date

Legal Employer

University of Wyoming

Worker Type

Employee

Action

The field will default based on the candidate’s UW employment history. Please confirm the Action is correct.

Add Pending Worker = External New Hire

Add Pending Work Relationship = UW Rehire

Add Assignment = Current Employee

 

  • Click on Continue when finished.

Screenshot 5

Assignment Info

  • In the Assignment Info section, please complete the following:

Business Unit

UWYO

Department

The field will default based on earlier selections. Please confirm the Department is correct.

Reporting Establishment

University of Wyoming

Working Hours

The field will default to 20 Hours/Weekly. Please update accordingly.

Standard Working Hours

40 Hours/Weekly

Working as Manager

No

Worker’s Comp Code

The Worker’s Comp Code is the last digit in the position number.

W1 = Clerical (office environment)

W2 = Professional without Lab

W3 = Professional with Lab

W4 = Non-Professional (non-office environment)

Remote Work

On Campus or the percentage of remote work (if applicable).

Do not select Yes or No.

Compressed Work Week

Leave the box unchecked.
   People Group   Leave blank

 

  • Click on Continue when finished.

Offer Team

  • In the Offer Team section, please complete the following:

Hiring Manager

Please ensure the Hiring Manager listed is the supervisor of the new position.

Recruiter

ORC Admin Contingent Worker

Add Collaborator Type

If applicable, the fields for collaborator type will automatically populate from the job requisition.

Please confirm the Search Committee Member(s) and collaborator types are correct.

 

  • Click on Continue when finished.

Screenshot 7

Payroll Info

  • In the Payroll Info section, please complete the following:

Tax Reporting Unit

University of Wyoming

Overtime Period of Assignment

Leave Blank

Time Card Required for Assignment

Yes

 

Salary

  • In the Salary section, please complete the following:

Salary Basis

Hourly Salary Basis

Salary Amount

Enter the budgeted USD Hourly pay for the Work-Study position.

Annual Salary

This will populate automatically once you have entered the hourly rate

 

  • Click on Continue when finished.

Other Compensation

  • The Other Compensation section does not apply to most Work-Study positions.
  • Click on Continue to proceed.

Comments and Attachments

  • In the Comments and Attachments section, you can upload any supplementary information

  • Click on Continue when finished.

Additional Info

  • In the Additional Info section, please complete the following:

Graduate Asst/Temp Lecturer Total Pay Amount

N/A

Service to the Community

N/A  

Course Enrollment Additional Comp

N/A 

Course Enrollment Over Number

N/A 

Monthly End Date

N/A

 

  • Click on Continue when finished

Offer Letter

  • In the Offer Letter section, please complete the following:

Offer Letter

Work Study

If Work Study is not available from the drop-down menu. Click on Search at the bottom of the menu.

A Search and Select: Job Offer Letter Template pop-up window will appear. In the Name field, enter Part, and then click on Search.

Click on Work Study to highlight, and then select OK.

  • In the Offer Letter field, you should now see Work Study.

 

  • Please do not include any attachments, candidate-facing documents, or added text within the Offer Letter section.

Screenshot 15

 

  • Click on Download to view the offer letter template.

 

  • Check the upper right-hand corner of your browser window for the Work Study Word document or check your computer Downloads folder.
  • Click on the Work Study Word document to view the offer letter template.

Screenshot 17

 

  • Please save/print the document for your records.

Screenshot 18

Step Four

Section Edits

  • Before you Save and Close the Work Study Job Offer, please review the contents.
  • Click on Edit on the right-hand side of each section to confirm the details are complete and correct.

Step Five

Save and Close

  • After you have reviewed and confirmed that all the information within the Work Study Job Offer is correct, click on Save and Close in the upper right-hand corner.
    • Do not click on Submit.
  • HR Recruiting will now review the job offer.

Screenshot 20

 

Caution Icon

In the interim, do not change any job offer information until the WyoCloud transaction has been fully approved. If any content is changed, the system will error, and the transaction will become stuck. Please contact recruit@uwyo.edu for assistance.

Step Six

Finalize Hire

  • After HR Recruiting has reviewed the Work Study Job Offer, the procedures listed below are initiated to finalize the Work-Study hire.

Step 1

HR Recruiting starts the WyoCloud HCM approval workflow process.

Step 2

Designated Appointing Authorities receive an email notification, which alerts them of the pending approval transaction in their WyoCloud HCM Worklist.

Step 3

If approved, HR Recruiting electronically extends the job offer to the intended candidate once all pre-employment checks such as background checks have been initiated by the candidate.

Step 4

HR Recruiting sends the background check invite for the University of Wyoming’s formal candidate background check, if required.

Step 5

After successful initiation, the hire will be submitted for HR processing.

Step 6

Welcome Email is sent to the candidate’s non-UW email address from HR Recruiting.

Step 7

The candidate must follow the email instructions to be officially hired as a Work-Study employee.

Screenshot 21

 

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Work-Study employees are not allowed to start working before their official start date. Start dates are firm and cannot be changed.

Recruiting Icon

If you have any questions, please contact HR Recruiting at recruit@uwyo.edu.

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