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Processing Student Applicants for Student SupervisorsStudent Employment Contacts
Main Line: 812-237-8887Marilyn Heaton, Adminstrative Assistant, [email protected] 812-237-2482Brittney Gilman, Student Employment Programs Coordinator, [email protected] 812-237-8754Tradara McLaurine, Assistant Director, [email protected] 812-237-2584
1. Login using your Novell log in and password. https://jobs.indstate.edu/hr/sessions/new
2. Make sure that you are on the Applicant Tracking side (blue header) of the Applicant Tracking System. 3. Select Student Supervisor and select the Refresh button. 4. Select the position you would like to work on from your Watch List or the Postings tab.
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5. Select the posting you would like to work with.
6. Select the Applicants tab.
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7. Select the applicant’s name whose status you would like to change. NOTE: For Instructions on how to BULK Move Applicants scroll to the end of this document.
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8. Select Take Action on Job Application. You can choose the following options. a. Keep working on this job application. Use this option if you haven’t made a decision regarding
the student. b. Interviewing. Use this option if you are going to interview the student. c. Not Selected-Email when posting is filled. Use this option if you know you are not going to hire
this student for the position and you want an email sent to the student after the job has been filled. You will have to provide a reason for not selecting the student.
d. Not Selected- Email Now. Use this option if you know you are not going to hire this student for the position and you want an email sent to the student now. You will have to provide a reason for not selecting the student. *If you choose this option you cannot go back and hire the student later using this posting*
e. Recommend for Hire. Use this if you are going to hire the student.
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9. After you have chosen your action select Submit. If you chose Recommended for Hire proceed to the remaining steps.
10. Select Start Hiring Proposal. This will eventually replace the referral form. Both the hiring proposal and referral form will need to be completed until further notice.
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11. The position you are hiring the student in will automatically be selected so scroll to the bottom and click Select Position Description.
12. Enter the Direct Supervisor’s Name and Title.
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13. Enter the following information:a. Proposed Start Date. This date should be at least two business days from the day you complete
the form. Student Employment will determine the actual start date. Your student should not start working prior to the date selected by Student Employment. Student Employment will try to honor the date selected.
b. Proposed Hourly Rate. Indiana State University’s current minimum wage for student employees is $8.25.
c. Proposed Starting Salary. If this is not a student salaried position enter 0.00d. Is this position for Federal Work Study Students Only? Select Yes or Noe. Is this student eligible for Federal Work Study? Select Yes or No or Unknownf. Does this position involve community service work for a nonprofit agency? Select Yes or Nog. Does the student need to complete a Criminal Background Check (CBC) form in Student
Employment? Select Yes or Noh. Intramural Voucher Expense Account Code. Enter 5-digit number to reimburse Human
Resources for CBC expense, put N/A if not requesting a CBC. i. After all information has been entered select Next.
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14. Select Take Action on Hiring Proposal then select Submit.
15. If you are hiring international students print a copy of the hiring proposal to give to the student. The student will then take the copy of the hiring proposal to the Center for Global Engagement to receive the necessary approval to work on campus.
16. Send the student(s) you have completed a hiring proposal for to the Student Employment Programs Office with a copy of their completed referral form (http://www.indstate.edu/career-center/student-employment/formsGuides/ReferralForm.pdf) and required documentation to complete their employment paperwork (http://www.indstate.edu/career-center/student-employment/formsGuides/Emp_Eligibility_Docs.pdf) on or before the Proposed Start Date written on the hiring proposal.
17. The Hiring Proposal will be approved when the student brings the completed referral form to the Student Employment Programs Office and complete the remaining field required on the Hiring Proposal. Until the Hiring Proposal has been approved your student(s) are not a student employee of Indiana State University and cannot begin work for pay. You will receive an email when the Hiring Proposal has been approved and the student will be given an Employment Verification Slip to provide you with.
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People Admin – Moving Applicants in Bulk
In order to move applicants in bulk to another workflow state, you must first get all intended applicants in the same workflow state. (Multiple candidate workflow states will also work if all of those workflow states are owned by the group you are logged in with) To get all of the applicants in the same workflow state, you can underneath the more search options (1) search for that specific Active/Inactive state (2) and workflow state (3). Click Search.
Once you get all of the intended applicants in the same workflow state, you will then select those applicants (4). After “checking” those applicants you will then be able to move the applicants in bulk to the same workflow state. To move the applicants in bulk, you navigate to the grey ACTIONS button (5) and select the MOVE IN WORKFLOW .
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After selecting MOVE IN BULK (6), you will then be prompted to change the status for all applicants to the same workflow state (7) or different workflow states (8). You will then click the SAVE CHANGES button (9).
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