IC HR Cloud: Student Requisition Management and Job Offer Creation

Audience

This article is intended for Hiring Managers and/or Search Chairs who review/select student applicants, complete pre-boarding details, and (effective November 2021) create student job offers.

Contents

Reviewing and Managing Student Applicants

Form I-9 Review and Completion

Student Job Offer Creation

Offer Acceptance and Hiring Details

Reviewing and Managing Student Applicants

Return to your requisition(s) at any time during the recruitment process by accessing the My Teams tab, then clicking on the Hiring App. All candidates who have applied to your approved requisition, will be viewable on the requisition. Please move candidates to the appropriate hiring phase, as detailed below, to initiate HR intervention.

• Click on the posting title (blue link).
• This will bring you to the applicant overview. The applicant overview is as follows:
  • Added to Requisition - New: These are the new applicants that have not yet been reviewed. 
  • Active Applications: These are all active applicants that have applied to this position. Once a candidate is non-selected, they will no longer be visible here.
  • Hires out of ___: This will populate when an applicant has been hired by HR/Student Employment.
  • Unconfirmed Applicants: These are applicants who have not yet confirmed their job application via email that is sent when they submit their application
  • Referred Prospects: These are specific applicants that were sent the posting link as outreach
• To review applicants, click on the number above Active Requisitions.
• Each candidate will have a link to their attached application materials. (These will open in a separate download document). Click the applicant's name to view additional application details. Within an applicant overview, you can also navigate to the left-hand sidebar for additional information.

After the initial review of applications, a determination needs to be made to either move applicants into the next phase or non-select them. The process of moving applicants is as follows:

• All new applications enter as the phase Added to Requisition – New.
• For those applicants you wish to select, click the Actions button at the top of the page, and then select Move. Choose the appropriate phase from the drop-down list. 

• After interviews have been conducted, change the status of candidates moving forward to the next appropriate phase, as well as changing the status of candidates not moving forward to the State Rejected by Employer, choosing a rejection reason from the drop-down.
• Change the applicant you wish to hire to the phase “Offer”

Form I-9 Review and Completion

Please note, the Form I-9, Employment Eligibility Verification must be completed prior to the student’s hire. When you meet with the student employee to discuss the terms of employment, please alert them that the Form I-9 must be on file prior to their start date. Please ensure that they can provide the appropriate authorization documents on or in advance of their start date. Their work assignment will not be added into the system until the completed Form I-9 is on file with HR/Student Employment.

Student Job Offer Creation

• Once you have selected the candidates you would like to extend a job offer to, please select the Actions drop-down and select Create Job Offer. (If the candidate is already in Offer – Draft, please select Edit Offer.)
• What would you like to do while working on this job offer? Please select Offer Team, Salary, Attachments, Offer Letter.

Fig. 1: Screenshot of the tiles the Hiring Manager should select when initiating offer creation: Offer Team, Salary, Attachments, Offer Letter

• When and Why:
  • When is the Employee Start date? Select employee start date. Please note, this should match the date provided on the Form I-9.
  • Legal Employer: Default – Ithaca College
  • Worker Type: Default – Employee
  • Action: Select Add Assignment or Add Pending Work Relationship. 
• Assignment Info:
  • Person Type: Recruiting Candidate
  • Proposed Person Type: Student Employee
  • Business Unit: Ithaca College
  • Job: Select job series/level name – should match the requisition.
  • Business Title: This is the title of the student job. Please change this field to reflect how you would like the job name to appear on the student’s timecard.
  • Department: Defaults to the Hiring Department

• Location: Defaults to Ithaca College Campus Address
• Working Hours: Update to the approximate working hours the student employee will work. Please note, this field cannot be a range.
• Federal Work Study Eligible: select Yes
• Benefits Eligibility: This should ALWAYS say No.
• People Group: Defaults to STUDNT.

Fig. 2: The text in the Assignment Info category that the hiring manager should be sure to add to all student job offers.

• Offer Team
  • Hiring Manager: Should reflect the individual supervising the student’s work and approving timecards. This value will be converted to the line manager once the student employee is hired.
  • Recruiter: Please select your HR BP.
  • Collaborator: The Search Chair, if different from the Hiring Manager, can add their information here to receive notification when the offer is accepted.
• Salary
  • Salary Basis: Default Field – Always ensure this says Hourly Salary Basis 40.
  • Salary Amount: Select the student’s salary. Please refer to the IC Student Compensation Structure, as amended.
• Attachments – Add any attachments as appropriate.
• Additional Info – Please note, because Hiring Departments now have access to create student job offers, the Feedback Form – Rationale for Hire has been eliminated from the hiring process. Interview feedback has been, instead, consolidated onto the job offer.
  • Rationale for Offer: Please provide the rationale for why the student was selected.
  • Override Costing: Please provide appropriate override costing if the costing line differs from the standard department costing line.
• Offer Letter – Select Student Offer Letter. Please note, the fields selected in the job offer will populate onto the offer letter. You can add additional text to your job offer letter, as appropriate in the fields below.

Offer Acceptance and Hiring Details

Once you have completed and submitted the electronic job offer, the job offer will be sent to the HR Recruiter for approval and extension. Once extended, and the student accepts the job offer, HR/Student Employment will confirm that the Form I-9 has been completed (as appropriate), and add the student’s work assignment into the IC HR Cloud system.

• You will receive a notification once the student has electronically accepted the offer.
• Please note, student employees MUST have a completed Form I-9 on file with HR/Student Employment prior to the creation of their job assignment.
• Once the student’s assignment has been added into the IC HR Cloud system they will be assigned an Onboarding Journey in the IC HR Cloud system. Tasks in this Journey will cover all onboarding procedures, including but not limited to employment policies, Form W-4 tax withholding, pay information, timecard review, etc. This process replaces previous new-hire sessions and can be completed during the student’s first week of employment.