Work-Study Job Offer

recruiting hcm work-study

This guide includes:

Processing Final Candidate
My Team Navigation
Candidate Applications
Create Job Offer
Section Edits
Save and Close
Finalize Hire

	This guide details steps using Recruiting Cloud Access.
	If you do not see the steps detailed within this guide, your Recruiting Cloud Access Training is most likely incomplete. If you are a member of a Search Committee, please contact hr@uwyo.edu to have the training assigned.
	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).
	Before starting the Work-Study Job Offer guide steps, please ensure 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 to be Made.
	If you have any questions, please contact HR Recruiting at recruit@uwyo.edu.

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 to be Made, the automatic procedures listed below are initiated to finalize the Work-Study hire.

	HR Recruiting conducts the University of Wyoming’s pre-employment background check.
	After successful completion, HR Recruiting will update the candidate’s status to Offer, to be Created.
	Hiring Managers and Hiring Manager Assistants 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.
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.
If the pre-employment background check is complete, 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.

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After you have clicked on Create Job Offer, subsequent job offer sections will populate, including:

When and Why
Assignment Info
Offer Team
Salary
Other Compensation
Comments and Attachments
Additional Info
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.
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:

Proposed Person Type	Employee
Business Unit	UWYO
Position	The field will default based on earlier selections. Please confirm the Position is correct.
Business Title	Work Study
Grade	The field automatically populates. Please do not change.
Department	The field will default based on earlier selections. Please confirm the Department is correct.
Reporting Establishment	University of Wyoming
Worker Category	Unclassified
Assignment Category	The field will default based on earlier selections. Please confirm the Assignment Category is correct.
Regular or Temporary	The field will default based on earlier selections. Please confirm the value is correct.
Full Time or Part Time	Part time
Hourly Paid or Salaried	Hourly
Working Hours	The field will default to 20 Hours/Weekly. Please update accordingly.
Standard Working Hours	40 Hours/Weekly
Calculate FTE and headcount automatically	Ensure the box is checked.
FTE	The field automatically populates. Please do not change.
Headcount	The field automatically populates. Please do not change.
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).
Remote Work	Do not select Yes or No.
Compressed Work Week	Leave the box unchecked.

Click on Continue when finished.

Screenshot 6

Offer Team

In the Offer Team section, please complete the following:

Hiring Manager	The field will default to the person completing the job offer. 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.
Add Collaborator Type	Please confirm the Search Committee Member(s) and collaborator types are correct.

Click on Continue when finished.

Screenshot 7

Salary

In the Salary section, please complete the following:

Salary Basis	Hourly Salary Basis
Action	Create Offer
Action Reason	N/A
Salary Amount	Enter the budgeted USD Hourly pay for the Work-Study position.
Grade Name	The field will default based on earlier selections.

Click on Continue when finished.

Screenshot 8

Other Compensation

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

Screenshot 9

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
Start-Up Package to Include	N/A
Dean/Director Name	Enter accordingly.
Dean/Director Title	Enter accordingly.
Start-Up Funds Payable	N/A

Click on Continue when finished

Screenshot 11

Offer Letter

In the Offer Letter section, please complete the following:

Offer Letter	Part-Time Worker
	If Part-Time Worker 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 Part-Time Worker to highlight, and then select OK.

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In the Offer Letter field, you should now see Part-Time Worker.

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

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Click on Download to view the offer letter template.

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

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Please save/print the document for your records.

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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.

Screenshot 19

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 evaluate the job offer.

Screenshot 20

	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 automatic procedures listed below are initiated to finalize the Work-Study hire.

	HR Recruiting starts the WyoCloud HCM approval workflow process.
	Designated Appointing Authorities receive an email notification, which alerts them of the pending approval transaction in their WyoCloud HCM Worklist.
	If approved, HR Recruiting electronically extends the job offer to the intended candidate.
	HR Recruiting conducts the University of Wyoming’s formal candidate background check.
	After successful completion, the hire will be submitted for HR processing.
	Welcome Email is sent to the candidate’s non-UW email address from HR Recruiting.
	The candidate must follow the email instructions to be officially hired as a Work-Study employee.