STUDENT EMPLOYMENT HIRING AUTHORITY PROCEDURE MANUAL

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Contents HOME PAGE ……………………………………………………………………………………………. 3

CREATE A NEW POSITION DESCRIPTION …………………………………………………… 3

POSITION TITLE ………………………………………………………………………………………… 4

POSITION DETAILS ………………………………………………………………………………….… 4

POSITION DETAILS (CONT.) …………………………………………………………………….… 5

ACCESS …………………………………………………………………………………………………..… 5

FUNDING …………………………………………………………………………………………………. 5

SUMMARY ………………………………………………………………………………………….…… 5

WATCH LIST …………………………………………………………………………………………….. 5

SUBMIT …………………………………………………………………………………………………… 6

MODIFY EXISTING POSITION DESCRIPTION …………………………………………….. 6-7

CREATE A NEW JOB POSTING ……………………………………………………………….…. 7

SELECT THE POSITION ……………………………………………………………………………… 8

POSTING DETAILS ……………………………………………………………………………………. 9

SUPPLEMENTAL QUESTIONS …………………………………………………………………… 9

DOCUMENTS/GUEST USER/SUMMARY …………………………………………………… 10

EDIT/WATCH LIST/SUBMIT ………………………………………………………………..… 10-11

IN BOX/WATCH LIST …………………………………………………………………………….… 11

RETURNED FOR REVISIONS ………………………………………………………….………… 12

CLONING A POSITION DESCRIPTION …………………………………….……………… 13-14

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Select Suite Home Page

Before attempting to work in the site be sure you are logged in

correctly!

User Group – Select Hiring Authority from the drop down box in

upper right of page

Upper Left – Click on the three blue dots, select what you want to

do:

Positions – Create a new Position Description

Hire – Post a job, Review applicants, change applicant status, etc.

Create a new position description

Log in to jobs.owens.edu/hr and select Hiring Authority and Positions

Click Position Descriptions - Select Student/FWS

Click Create New Position Description

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Enter the Position Title - Position names should be Student Employee, Dept. name & location, position title or Federal

Work Study, Dept. name & location, position title. i.e. Student Employee, Student Employment Toledo, Office Assistant

Select the Campus and Department

Click Start Position Request

(To copy (Clone) a Position Description see instructions on page 13-14)

Enter data in the required fields

Position Details

Position Number – New position enter 9SW999 (Student Employment) or 9FS999 (Federal Work Study)

Job Type – Student Employee or Federal Work Study Employee

Campus – Select appropriate location

Union Position – Always Non-Bargaining Unit

Job Classification – Student Employee or Federal Work Study Employee

Work Schedule – Do not need to complete

Grant Funded Position – Federal Work Study positions select Yes, Student Employee position select No

Benefits of Grant – Pay for FWS positions, n/a for Student Employment positions

FSLA Status – Non-Exempt

EEO Category – 90-Other

Employment Category – 8-Student Employment

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Pay Basis – Hourly

Hiring Range – Ohio Minimum Wage

Hiring Authority – Select name

Essential Functions – Click Add Essential Functions Entry box – at least one essential function is required

Job Description Summary – Give a brief description of the position duties

Knowledge – Body of knowledge the applicant will need

Skills – Specific skills needed to perform the job

Abilities – Competencies required to perform the job

Minimum qualifications – Typically HS Diploma or GED

Minimum types of experience – Experience you are looking for in a candidate

Click Next

Access – Indicate what access the student will need to perform their job, select appropriate access.

Click Next

Funding Information – Click Add Funding Information Entry

Funding Source – Student Employee – General Fund, Federal Work Study Employee – Federal Work Study

Account – 54200 Student Employee (Always)

Index – Student Employee – Enter your department index, Federal Work Study Employee – Enter

ONCFWS

Percentage – 100% unless position is split between more than one index. To add additional indexes click

Add Funding Information Entry.

Click Next

Position Description Summary – Review the information entered, you can edit the information if necessary. Once the

Position Description is submitted you will not be able to make edits unless it is sent back to you.

You can choose to add this to your Watch List to see where the request is in the process.

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When completed, hover over Take Action On Position Request – Click Submit (move to HR Compensation).

No comments are required but can be added if you choose, click Submit.

The request will be sent back to you if there are questions or when the position

description is approved.

Once approved you can move forward with creating a Posting.

Modify an Existing Position Description

Log in to jobs.owens.edu/hr and select Hiring Authority and Positions

Click Position Descriptions - Select Student/FWS

Click on the position title you want to modify

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Click Modify Position Description

Click Start

Make the required modifications, click Next to move to next page.

Hover over Take Action O Position Request – Approve (Move to HR Compensation)

Create a new Job Posting

* You must have an approved Position Description to post a job

Log in jobs.owens.edu/hr and select Hiring Authority and Hire

Click on Postings, select Student/FWS

On Home page, click Create New Student/FWS Posting

Click Create New Posting

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Click Create from Position Description in pop up box.

Select the position you want to post and hover over the Actions link, select Create From

Click Create New Posting

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See the instructions at the top of the Posting Details page, be sure to add the semester and year at the end of the job title

for Student Employment and FWS positions.

Click Next

Supplemental questions can be added to help you screen applicants. See the instruction on this page.

Click Next

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You can require applicants attach documents, such as a resume, or make them optional - Click Next

You can create a Guest User Account if there is someone who will be reviewing the applications - Click Next

Once your reach the Summary Page review the Job Posting and make edits if necessary. Once the posting is submitted

you cannot make edits. Each section also has its own Edit button.

Click Add to Watch List to see the position on your Home page after Student Employment has approved the posting.

When ready to submit for posting hover over Take Action On Posting, click Submit (move to Student Employment).

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In the pop up box you can make comments if needed.

Click Submit to send it to Student Employment for approval.

Your Inbox on your Home page will contain items that are pending action and will indicate who needs to take action.

Watch List

See the status of your Postings.

The Current State shows each postings status, State Owner shows who has control of the posting.

Click on the blue ribbon to remove the posting from your Watch List

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Your posting will not be visible until Student Employment reviews and approves it. If there is an issue with the posting

Student Employment will return the posting to you for revisions. In the event it is returned you will see it listed in your

Inbox on your Home page.

To edit the posting click on the position title.

To view the notes from Student Employment click on the History tab.

Click on Edit to make the required changes.

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Cloning a Position

Log in to jobs.owens.edu/hr and select Hiring Authority and Positions

Click Position Descriptions - Select Student/FWS

Click Create New Position Description

Click on position title of the position you want to clone.

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Click Clone this positions description.

You will only do this when the information is very similar to the position description you are cloning, i.e. the same

position in Toledo and Findlay. Follow the instructions above for creating a new position description but change any

information necessary, position number, location, etc.