Handshake Guide For Supervisors

Transcription

1 Handshake Guide For Supervisors

2 Table of Contents 2 Section I: Posting a Student Job in Handshake P Logging in to Handshake P Creating a New Job in Handshake P Reposting a Job in Handshake P Section II: Reviewing Applications P Finding Your Job Posting P Reviewing Applications P Section III: Hiring Student Employees P Hiring Student Employees: Processes, s, and Foxlink P. 14

3 3 1. Logging in to Handshake Section I POSTING A STUDENT JOB Visit This link is accessible via the RNET Faculty & Staff page, and through the Center for Career & Life Planning website. Log in using your Rollins username and password Switch from your Student Account to your Employer Account the first time you log in. NOTE: All faculty/staff start have Student accounts so they may advise students on Handshake resources. For job posting and applicant reviewing, you will need to be logged in as an Employer. Once you switch to your Employer account, the next time you log in it will be as an Employer automatically. Click on your Name at the top right hand side of the site, then click on Switch Users Next, click on Switch to Employers Account NOTE: To switch back to your student account, be sure to follow the steps above, but click on Switch to Student Account option.

4 2. Creating a NEW JOB in Handshake NOTE: If your job is already in Handshake, you may repost the position by reviewing pgs of this guide. Click on Post a Job 4 Make sure you re on the New Job tab Continue to explore the next page for filling in the basics of your posting request.

5 5 Job Posting Basics Section Individualized sections are marked with a BLUE ARROW and typed in UPPERCASE Constant sections are marked with a yellow arrow and typed in lowercase * WRITE COMPLETE JOB TITLE. DO NOT SHORTEN OR USE ACRONYMS IN JOB TITLE. * CHOOSE YOUR OFFICE IN THE DIVISION LIST. IF YOU DO NOT SEE YOUR OFFICE, PLEASE CONTACT STUDENTJOBS@ROLLINS.EDU OR CALL * Choose no unless your posting is open to non-rollins students and therefore posted on the external Rollins Jobs site. * SELECT THE OPTION THAT SUITS YOUR PREFERENCE. * All on-campus jobs for students fall under the On-Campus Student Employment, Part-Time, and Temporary/Seasonal options. Not selecting these options will prevent your posting from being approved by CCLP. * This is where you write the employment start and end date of the position you are hiring for. This is not the start and end date of the job posting. * IF YOUR POSITION IS NOT A FEDERAL WORK STUDY POSITION THEN SELECT NO Continue to explore the next page for filling in the details of your posting request.

6 6 Job Posting Details Section Individualized sections are marked with a BLUE ARROW and typed in UPPERCASE Constant sections are marked with a yellow arrow and typed in lowercase * THIS IS WHERE YOU WILL TYPE THE DESCRIPTION OF YOUR POSITION. THE FORMAT MUST FOLLOW THE JOB POSTING TEMPLATE FOUND HERE IN ORDER FOR THE POSTING TO BE APPROVED. * ONLY SELECT JOB FUNCTIONS THAT DIRECTLY APPLY TO YOUR POSITION. IF NONE OF THE JOB FUNCTIONS LISTED APPLY TO YOUR JOB THEN TYPE IN OTHER. * MAKE SURE THAT THE AMOUNT OF PAY USED MATCHES THE LABEL ON THE LEFT. IT CAN EITHER BE PER HOUR, PER YEAR, OR PER MONTH. * This address should be the address of Rollins College. Change only for off-campus partners. * THIS IS WHERE YOU CAN BE SPECIFIC REGARDING THE DOCUMENTS YOU WANT THE STUDENTS TO SUBMIT WHEN THEY APPLY TO YOUR JOB. STUDENTS WILL NOT BE ABLE TO APPLY WITHOUT ATTACHING THE REQUIRED DOCUMENTS THAT YOU SELECT IN THIS SECTION. When you select the other document option, you will be prompted to describe the document. Continue to explore the next page for filling in the preferences of your posting request.

7 7 Job Posting Preferences Section Individualized sections are marked with a BLUE ARROW and typed in UPPERCASE Constant sections are marked with a yellow arrow and typed in lowercase NOTE: The applicant pool will decrease for every preference that you add to your job posting. * WE RECOMMEND THAT YOU LEAVE THIS SECTION BLANK. FILLING IN THIS INFORMATION WILL ONLY ALLOW STUDENTS WHO MEET THESE SPECIFICATIONS TO SEE YOUR JOB. * DO NOT FILL IN A MINIMUM GPA * WE RECOMMEND THAT YOU LEAVE THIS SECTION BLANK. FILLING IN THIS INFORMATION WILL ONLY ALLOW STUDENTS WHO MEET THESE SPECIFICATIONS TO SEE YOUR JOB. * This section is where you can decide if you want to be ed every time a student applies or if you will receive a summary when the job posting ends. These are the only notifications you ll get about your applicant pool. * You can also add additional contacts to receive applications if you wish. If they do have a Handshake account If they do NOT have a Handshake account Continue to explore the next page for selecting your school & adding posting dates of your request.

8 8 Job Posting Schools & Posting Dates Section Individualized sections are marked with a BLUE ARROW and typed in UPPERCASE Constant sections are marked with a yellow arrow and typed in lowercase Select Rollins College as the one and only approved school. * Select Rollins College by clicking on the name of the school. Your position will not be approved if you select additional schools (unless prior agreements have been made). Enter the posting date range. On-campus student jobs are typically open for 3 weeks. * INDICATE HOW LONG YOU WOULD LIKE TO KEEP THE POSITION OPEN FOR. START DATE INDICATES THE FIRST DAY A STUDENT MAY APPLY TO YOUR JOB. THE EXPIRATION DATE IS THE LAST DAY A STUDENT MAY APPLY TO YOUR JOB. Upon hiring a student and informing the CCLP, we will close the posting for you. If you wish to extend the posting, please contact the CCLP to indicate a new expiration date. You will see an option that says Interview on Campus. You are expected to interview your top candidates for your job, so click the box for yes. Click Create the job when you are ready to submit the position for posting review. NOTE: After you click on Create you will have officially created a new job posting. At this stage, the job posting will be in a pending review status. CCLP/Student Employment staff will review the posting to ensure posting consistency, and information completeness & accuracy. Students may not view, nor apply to your position at this stage. Upon review, CCLP/Student Employment staff will authorize your position, moving it into an approved state. You will receive an (from Handshake) to confirm that your job has been posted. Students may view and apply to your position at this stage.

9 3. REPOSTING a Job in Handshake NOTE: You would use this section of the guide if your position is already in Handshake, either because you have posted your job in the past, or because CCLP/Student Employment staff has transferred the posting draft on your behalf. 9 Login to your Employer Account on Handshake (see pg. 3 for a reminder). Click on Jobs in the menu bar on the left side of the screen (under Posting category). Search for your expired job posting, by clicking on Expired or All & search for and select your Division (your home department). Note: this view may give you access to your colleagues student postings. Be sure to select your position only by verifying that the name of the job posting matches the position your supervise. NOTE: If you are searching for a position that YOU alone have created in the past (not transferred by CCLP/Student Employemnt Staff, or others in your department) you may use this alternative search: Click on Edit this & select Jobs created by me. Continue to explore the next page for duplicating & reposting your job request.

10 Once you locate your previous job, click on it to open it. Click on Duplicate Job to get started with the current posting and continue with the necessary edits (employment dates, updates in duties, learning outcomes, pay changes etc). Be sure to review all aspects of the posting, as highlighted in pages To finalize your posting for approval, be sure to select Rollins College as your school, enter the new posting dates, and click on Save Changes. Select the interview box, as you are expected to interview top candidates for your job. NOTE: After you click on Save Changes you will have officially created a job reposting. At this stage, the job posting will be in a pending review status. CCLP/Student Employment staff will review the posting to ensure posting consistency, and information completeness & accuracy. Students may not view, nor apply to your position at this stage. Upon review, CCLP/Student Employment staff will authorize your position, moving it into an approved state. You will receive an (from Handshake) to confirm that your job has been posted. Students may view and apply to your position at this stage.

11 11 Section II Reviewing Applicants in Handshake 1. Finding your Job Posting Log in to your Employer Account on Handshake. Click on Jobs in the menu bar on the left side of the screen (under Posting category). This is where you will find your job posting and can see if it is pending or approved. Students will only be able to view and apply to approved jobs. Select job posting status (Active, Expired, or All) and select your Division (your home department). Be sure to select your position only by ensuring that the name of the job posting matches the position your supervise. Alternative Search: If YOU created the posting, click on Edit this, and choose Jobs created by me. Check the Status column for your current position. Click on the desired job to open it. Follow next page for applicant review steps.

12 2. Reviewing Applications in Handshake In order to be inclusive of users preferences, Handshake provides different options for reviewing student applications. We ve included each option below so that you can choose the one that best matches your preferences. Options: Depending on your notification selections when creating your posting, you may have the following options for reviewing applications ed to you. 1) Review individual applications ed to you as soon as they re submitted. 2) Review the inclusive packet of all applications ed to you once your job posting has expired. 12 Reviewing within Handshake: Review active applications any time you log in to your Employer Account in Handshake. Note: DO NOT click on the Applications link on the left hand menu of your Handshake homescreen. This will not give you access to the applicants for your specific position, and will therefore cause confusion. Instead, follow the steps below. 1) Find the job for which you are reviewing applications. 2) Upon opening the job, click on Review # Applicant(s) as seen in the image below. OPTION 1: Reviewing Multiple Applications at Once Select the applicants you would like to review Click on Download Packages to download & review the materials of the candidates of choice. Follow prompts accordingly. The file will be ed as well. Continue to explore the next page for reviewing one applicant at a time.

13 13 OPTION 2: Reviewing One Applicant at a Time Click on the student s name in the list of applicants. This will open their profile. Click on the Documents tab where you ll see the pdfs of their documents. As you may see, Handshake offers different ways to review your applicant pool. As you complete your review process be sure to utilize it in the most effective way for you. Continue to explore the next page for finalizing your student hire.

14 14 Section III Hiring Your Student Employee(s) The following steps will ensure that your posting is closed properly, students are notified that they have or have not been hired, and hired students are successfully onboarded. Hiring Your Student Employee(s) Processes, Communications, and Foxlink Ensure that you review all applicants in your pool. This is a necessary step to ensure fair employment practices. Also, a thorough review would help you provide better feedback in the event the unselected students reach out to you for additional guidance. Ensure that you interview your top candidates. Upon conclusion of your interview stage, be sure to reach out to your finalist to extend an offer. Ensure that your selected students accept your offer. At this stage, be sure to remind the students of the expectations of the job, as well next steps pertaining to their onboarding: waiting for communication s from studentjobs@rollins.edu regarding the hiring decision and new hire paperwork reminders, schedule of work communications, etc. Complete these important steps: 1. studentjobs@rollins.edu to indicate that you re hiring the student(s), wish to close the position, and notify the rest of the applicants regarding your hiring decision: Provide the name & Rnumber (ask student for this info) of the student you are hiring. If you plan to send personalized s to the students you did not hire, please indicate that in your to studentjobs@rollins.edu and provide the students names. o We encourage you to send individual s to those students who were interviewed but not selected. If you prefer that our office reaches out to all students you did not hire, please indicate this preference in your . o At this stage, CCLP/Student employment will students regarding your hiring decision, and change their application status to declined. 2. Submit a Student Employee Request in Foxlink: Review this short video if you need guidance on submitting a Student Employee Request: o o Once the student employee request has been approved by CCLP/Student Employment staff, you and your student will receive a next steps . Review thoroughly. o In order to be in compliance with Federal Law, work may only begin, once you and your student hire receive an authorization from studentjobs@rollins.edu. NOTE: Work Study and Frueauff employment request approvals require additional eligibility confirmation and processes. Please allow for additional time for these approvals. Questions: Please don t hesitate to connect with our team at , , or us at studentjobs@rollins.edu.