IC HR Cloud: Student Requisition Management and Job Offer Creation

Effective November 15, 2021, Hiring Managers and Search Chairs now have the ability to create student job offers in ICHR Cloud. Please refer to the instructions below for creating student job offers in IC HR Cloud.

 

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

Contents

Reviewing and Managing Student Applicants

Student Job Offer Creation

Offer Acceptance and Hiring Details 

Form I-9 Review and Completion

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. 

  

Overview of Image above: 

• 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 view candidates, select active applications as seen In yellow in the image above. 

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Here you can view candidate's name, application status, etc. 

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 To view candidate application materials, click their name (in red) and then attachments 

 

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To view ALL attachments change to "list" view  

   

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Once you have decided to move a candidate forward in the application process, you can move them through the recruiting process in the system to keep track of where they are in the hiring process. NOTE: If you would like to skip to creating the job offer, refer to the next section of this article. 

• click on active applications where you can view the list of current applicants > click applicant name as seen in red   
  •  
• select "move" in the top right 
  •  
• Select the phase and state you would like to move the candidate to: 

  • Phase	State(s)
    Added to Requisition	Rejected by Employer, Withdrawn by Candidate
    Interview	Interview to be scheduled, selected for job
    Offer	To be created

Student Job Offer Creation

Below are instructions on how to create an offer from start to finish. If at any point you need to save an offer or go back to edit the offer before submitting it for approval: 

• select "save and close" at the top of your page. 
• return back to the active job applications page on the requisition 
•  
• you should that the student's offer says "Offer, Draft" under status. 
• select the "..." and "edit offer" 
• 

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To initiate a job offer for a student:

In the requisition, click into active applications and select the ellipses as seen in yellow 

Select "create job offer" 

 

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Select "offer team," "salary," "comments and attachments," and "offer letter." 

• When and Why:
  • When is the Employee Start date? Select employee start date. 
  • Legal Employer: Default – Ithaca College
  • Worker Type: Default – Employee
  • Action: Select the first option in the drop-down (this will assist HR with the hiring process).
• 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: Please type in, "STUDNT." This will assist in assigning the student to the correct pay group. 

• Offer Team (if not already pre-populated)
  • Hiring Manager: Enter the individual that should be the supervisor for the role
  • Recruiter: The Student Employment Specialist at IC should be listed as the recruiter on all student postings. If you are unsure who to put please contact studentemployment@ithaca.edu.
  • Collaborator: Search and add any additional individuals who may be reviewing applicants for this student job. You may also need to add yourself if you are not the hiring manager.
• 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 Recruiter on the req. for approval and extension. Once extended, and the student accepts the job offer, HR 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, that student employees MUST have a completed Form I-9 on file with HR 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.