Recruiting

What if I'm hiring for a new position and don't have a student employee budget code?

To hire a student, you must first establish the position with Human Resources by filling out this form.

How do I post positions to recruit applicants?

For equal access through a centralized system, all jobs are posted on the Elon Job
Network, an online database of jobs and internships posted exclusively for Elon students and alumni. Register as an “Employer” to post jobs.  Instructions are found here.

Who is eligible to work as part of the Elon University’s federal work-study or institutional work-study program?

Enrolled undergraduate degree-seeking students are eligible to work as part of Elon University’s federal work-study or institutional work-study program.  Graduate degree-seeking students are eligible to apply for positions within graduate programs.

How do I hire a temporary employee because my student graduates in May and wants to work the following summer?

The supervisor contacts the Office of Human Resources to set up a position in AppTrack.

Interview Questions to Consider

What attracted you to this position?

What motivates you to want to work on-campus and in this department?

What do you hope to learn from this position?

How will your past work experience contribute to our office?

Tell me about a recent accomplishment that made you exceptionally proud.

How do you measure success?

what motivates you to excel?

How do you motivate others?

Tell me about your ideal work environment.

How do you work under pressure?

How have you handled conflict with a student, co-worker, and/or supervisor?

Tell us about a specific time when you had to deal with a dissatisfied customer, client, student, etc. What happened?  How did you solve the problem?

Tell me about a time when you had to make a touch decision but didn’t have all the information you needed.

What have you learned from your mistakes?

What is your greatest strength? Weakness?

Do you consider yourself to be a leader or a follower? Explain.

Would you consider yourself a big picture person or a detail-oriented person? Explain

How would other people describe you?

What concerns do you think the average college student has?

How do you balance your schoolwork with your extracurricular activities?

What are your long and short-term goals and how do you plan to achieve them?

Pre-Employment Questions Guide- What may I ask?

Subject Do Not Ask You May Ask
Sex/Gender Are you male or female? What are the names/relationships of any people living with you? Not allowed
Residence Do you own or rent?  Where do you live?  How long have you lived there? What is your present address?
Race/Color What is your race?  What color is your hair, skin and/or eyes? Not allowed
Age What is you DOB?  How old are you? If hired, could you provide proof that you are at least 18?
National Origin What is your ancestry, descent, nationality? What is your native language? What languages do you speak or write fluently?
Marital/Family What is your marital status?  How many children do you have?  Are you pregnant/plan to have children?  Do you have provisions made for your kids? Not allowed
Religion What is your religious denomination? What church do you belong to?  What religious holidays do you observe? Not allowed
Disabilities Are you disabled? Are you capable of performing the essential functions of the job with or without reasonable acommodation?
Citizenship Of what country are you a citizen?  When did you become a citizen of the US? Are you able to document your eligibility to work in the US?
Language What is your native language? How did you learn to speak, etc. a foreign language? What languages do you speak or write fluently?
Education What are the dates you attended? Please describe your academic, vocational, or professional education and the schools you have attended.

 

Work Agreements

Once I've made an offer, what is the next step? (WORK AGREEMENTS)

The supervisor completes a supervisor work agreement. The link is found in OnTrack.

Complete the work agreement using the “Supervisor Work Agreement” screen in OnTrack. You will find this link under the “OnTrack for Employees” menu in the “Time Entry and Approval” section. After you have submitted the supervisor work agreement and Human Resources has approved the submission, an email with appropriate instructions will be sent to the student employee. If the student does not have an I-9 form on file, you will see an error message in OnTrack and receive an email indicating the work agreement is in a “HOLDING” status. The student employee will also receive an email with instructions on submitting their I-9 form.

Once the student has submitted their I-9 form, you will receive an email from Human Resources. You will need to go back into OnTrack to submit the work agreement to Human Resources.

Once the work agreement has been processed you and the student will receive an email
from HR with subject line “Your work agreement has been processed” that reads ……

The following work agreement has been processed into the Payroll system and the student is eligible to begin employment.

Student: Polly Ester Suit
Supervisor: Lois D. Nominator
Alternate Supervisor: Chris P. Bacon
Position ID: 999999RES09804
Position Title: IWSP Department
No further action is needed for the work agreement process.
End of email

A student CAN NOT begin to work before this email is received. This ensures Elon
remains in legal compliance with applicable employment laws.

When should I start my student if she has not worked on campus before?

Five business days. This will give the student enough time to complete the necessary paperwork. It could be longer if the student does not have the proper documentation to complete the I-9.

When should I start my student if she has worked on campus before?

Three business days

Are there instructions that I can give my student once I hire him/her to explain the process

You may choose to send the new hire the following email.

Beginning of email to new hire….
Congratulations on your student employment position.

1. After I submit your work agreement you will receive an email from Human Resources (hr@elon.edu) with the next steps you should take.

2. If you do not have an I-9  form on file you will be instructed to make an appointment with Human Resources to complete this form. You will need to take

a. 1 item from list A
OR
b. 1 item from list C AND 1 item from list C
from this list of acceptable documentation to your appointment.

You will also submit tax forms and a direct deposit form during your HR appointment. You will complete a Federal tax form (W-4) and a NC state tax form (NC 4-EZ) at this appointment. A direct deposit form will be submitted as well. Human Resources is located in the Business Services Building, 314 Haggard Avenue, Elon, NC. (336) 278-5560.  Because Accounting nor HR can legally advise you on tax forms, please check with your parents/guardians for advice prior to completing. If you already have an I-9 on file, see step 3.

3. You should receive an email instructing you to go on to your OnTrack account to accept a work agreement. Login to OnTrack, click on the Student Work Agreement to complete.
If you do not receive an email within three days of accepting the offer, look on your OnTrack account to see if there is a student work agreement available for you to complete. Login to OnTrack, click on the Student Work Agreement to complete.

4. Please read and submit the agreement.

End of email

 

Why do work agreements end in June? How will I know what steps to take and when?

FAFSA reporting deadlines necessitate closing out work agreements.

 

Nancy Carpenter will send an email to inform you of dates for completing the rapid rehire process, the process for continuing a student’s employment.

How do I rehire returning/continuing students employees once the work agreement ends in June?

Rapid Rehire Instructions:

Process:

·        Log  into OnTrack for Staff.

·        Under the section labeled Time Entry and Approval, select Supervisor Work Agreement Rapid Rehire.

·        A list of eligible students will appear.  These are students who have previously worked for you at least one semester and have an open position with you (but a closed wage record).

·        Click on a button next to the student(s) name you want to rehire.

·        Enter the date you want the student(s) to begin working in the “Start Date” box next to the student’s name. You can enter different start dates for different students. To rehire multiple students with the same start date, enter the date you want the students to begin working in the box titled “Start Date for All”. Click SUBMIT at the bottom of the page.

·        Once you are directed to the confirmation page, check to ensure the list of students is correct, read the terms of agreement and click SUBMIT to submit the work agreements.

·        You will receive an email confirmation with a list of the students you rehired.

·        Each student will receive an email asking them to log into OnTrack to accept the work agreement. Once the work agreement is accepted, you will receive an email stating the work agreement is complete and the student may begin working. Please keep in mind the student is NOT to start working until you receive that email.

How do I know when my student has been REhired?

You will receive a notification from HR like this and you will see hired in the work
agreement status.
Once the work agreement has been processed you and the student will receive an email
from HR with subject line “Your work agreement has been processed” that reads ……

The following work agreement has been processed into the Payroll system and the
student is eligible to begin employment.
Student: Polly Ester Suit
Supervisor: Lois D. Nominator
Alternate Supervisor: Chris P. Bacon
Position ID: 999999RES09804
Position Title: IWSP Department
No further action is needed for the work agreement process.
End of email

What if I don’t see all the students listed for those who report to me?

If a student is not listed, that person or position may not have been assigned to Web Time Entry in the system yet. Note that students will not be set up with access to Web Time Entry and should not be working until their work agreement is completed and
submitted.
First, contact Donna Boggs in Human Resources at 278-5560 to ensure the work
agreement has been entered. Finally, contact Renie Thompson in Payroll at 278-5284 to
ensure there are no other problems.

What is the difference between a primary supervisor and an alternate supervisor?

All students must have both a primary and alternate supervisor. The primary
supervisor should be their day-to-day supervisor, the one who will generally know when
a student works and the one who will generally approve the student timesheet biweekly.
The alternate supervisor may be one of many things: 1) a back-up to the primary
supervisor in case of the primary supervisor’s absence; 2) an individual responsible for
monitoring departmental student employment compared to budget; 3) a second
supervisor in the case of a student that reports equally to two supervisors.

 

Hours and Payroll

How many hours can a student work when enrolled and in class?

A student may work a maximum of 20 hours per week when classes are in session.

How many hours can a student work when enrolled but not in class? (breaks, summer)

A student may work up to 40 hours a week if enrolled and not taking classes.

What types of work do stipends cover?

Work for projects, events, camps, and short-term assignments. Resident Assistants
are also covered under this group.

If an FWS student runs out of money, does the funding come out of IWS budget line automatically?

Yes. If the student is working on campus for a department and runs out of FSWP
monies, wages are taken from the departments IWSP line.

How do I monitor my/my student worker’s work-study earnings?

A pay report can be requested from Renie Thompson in Payroll (336-278-5282).

Who is responsible for monitoring work hours when a student works two jobs?

The employee is responsible for monitoring and ensuring that maximum hours are
not exceeded. Because some students work two jobs with two different supervisors, she
will need to apprise a supervisor of hours.

Did my student get paid?

This information can be found On OnTrack. Login, access the student history link.

What if a student worked in an earlier pay period but didn’t record all of their hours and now the timesheet is not accessible?

The supervisor will need to contact Renie Thompson in Payroll at 278-5284 and
submit a Payroll Manual Timesheet for the missed pay. Students should record and
submit hours worked during the correct time period. It is imperative that students do
not “stockpile” hours in order to receive one lump sum payment.

What if a student entered their time on the wrong position?

During the pay period and before the student has checked the box to submit their
hours for supervisor approval, the student can delete the incorrect hours and enter them
on the correct timesheet.

If the student has submitted the timesheet and the supervisor has not yet approved it,
the supervisor can reject the timesheet so the student can enter it on the correct position
or the supervisor may correct the timesheet directly.
If the student and the supervisor both approved the hours for payment, the supervisor
needs to submit an Expense Correction Form to Renie Thompson in Payroll so that the
proper budget is charged for the pay. Click here for directions for the Expense
Correction Form.
Terminations and Ending Work Agreements

How do I give my student a wage increase?

Students who have worked for the same department for at least two consecutive semesters (Fall and/or Spring) may be eligible for a wage increase. Requests for raises up to $.25 per hour can be made for the semester.  Human Resources processes raises 2x/academic year.  Supervisors receive an email with instructions and paperwork to complete from Human Resources in January and September.