Class 5 Talent Acquisition SOP Rutgers-Camden |Office of Human Resources 1 Standard Operating Procedure Section: Talent Management Section Title: Talent Acquisition Procedure Name: Class 5 Talent Acquisition Process Policy Attached to: Originally Issued: December 21, 2015 Revisions: 3/10/16, 3/31/16, 5/4/16, 5/5/16 These procedures are for Rutgers University-Camden only. These procedures are in accordance with the policies established by University Human Resources. http://policies.rutgers.edu/view-policies/human-resources-hr-%E2%80%93-section-60 PROCEDURE: 1. The Department will: a. Post all Class 5 jobs on RaptorLink through the Rutgers University-Camden Career Center (exceptions may apply). Enter the job directly into the RaptorLink database at https://camden.rutgers-csm.symplicity.com/. For further details on RaptorLink, please contact the Camden Career Center at 856-225-6046. b. Conduct interviews with students in order to select the best fit. This will provide the students with an opportunity to review open jobs, apply for available positions, and get experience interviewing and competing for jobs. c. Complete a Class 5 Student Employment Information Form, once the final candidate has been identified. If a Background Investigation check must be conducted, this option must be marked on the Class 5 Form so Rutgers University-Camden Human Resources (RUC-HR) can begin this process. This form must be completed accurately PRIOR to the start date for the employee. Email this form to RUC-HR at [email protected]. If required to complete a Protection of Minors (POM) background check on employees, the department is responsible for this investigation.
19
Embed
Standard Operating Procedure Section: Talent Management ... COMPLETE C5... · Class 5 Talent Acquisition SOP Rutgers-Camden |Office of Human Resources 3 Special Note regarding Summer
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Class 5 Talent Acquisition SOP Rutgers-Camden |Office of Human Resources 1
Standard Operating Procedure Section: Talent Management Section Title: Talent Acquisition Procedure Name: Class 5 Talent Acquisition Process Policy Attached to: Originally Issued: December 21, 2015 Revisions: 3/10/16, 3/31/16, 5/4/16, 5/5/16 These procedures are for Rutgers University-Camden only. These procedures are in accordance with the policies established by University Human Resources. http://policies.rutgers.edu/view-policies/human-resources-hr-%E2%80%93-section-60 PROCEDURE:
1. The Department will:
a. Post all Class 5 jobs on RaptorLink through the Rutgers University-Camden Career Center (exceptions may apply). Enter the job directly into the RaptorLink database at https://camden.rutgers-csm.symplicity.com/. For further details on RaptorLink, please contact the Camden Career Center at 856-225-6046.
b. Conduct interviews with students in order to select the best fit. This will provide the students with an opportunity to review open jobs, apply for available positions, and get experience interviewing and competing for jobs.
c. Complete a Class 5 Student Employment Information Form, once the final candidate has been identified. If a Background Investigation check must be conducted, this option must be marked on the Class 5 Form so Rutgers University-Camden Human Resources (RUC-HR) can begin this process. This form must be completed accurately PRIOR to the start date for the employee. Email this form to RUC-HR at [email protected]. If required to complete a Protection of Minors (POM) background check on employees, the department is responsible for this investigation.
Class 5 Talent Acquisition SOP Rutgers-Camden |Office of Human Resources 2
d. Provide each employee with the “List of Acceptable Documents” needed to complete their I-9; they must also inform the student worker that they will need to meet with RUC-HR to complete the I-9 process as well as to be entered into HCM. The Department must ensure the student worker has the correct, original documents available to present during the I-9 process; presenting improper documentation will result in delays.
e. Inform the student worker to schedule an appointment with Jennifer Williams in RUC-HR via email or phone ([email protected] or 856-225-6475) to complete the hiring process prior to their start date. Once the I-9 process is complete, the student worker may begin working. The employee will be provided with a signed form to notify the supervisor that this process is complete.
f. Be responsible for processing any payroll actions. For questions regarding payroll, please contact the shared services center at 856-225-2662.
g. Track hours worked for student employees especially if they have multiple assignments in multiple departments to ensure they are paid correctly for all hours worked including overtime (over 40 hours per week), as it is the law.
2. RUC-HR will:
a. Provide the student worker with a signed form to notify the supervisor that
the I-9 process is complete.
b. Enter employment action into HCM.
c. Process Background Investigation if required and notify supervisor of results.
d. As a best practice, meet with the newly hired employee to review other pertinent information such as schedule, departmental policies, establish goals and review objectives and other practices (such as calling out and break times), performance expectations, service excellence and the like.
e. As a best practice, meet with staff members to solidify the welcome and ensure they make themselves available for any questions or concerns.
Class 5 Talent Acquisition SOP Rutgers-Camden |Office of Human Resources 3
Special Note regarding Summer Employment for Class 5 Student Workers:
• Class 5 Federal Work Study student workers (Job Class Code 05200) must discontinue working as of the last day of the semester. This is a Federal regulation as they are receiving government funds. Federal Work Study students may not begin working prior to the first day of the semester.
• Class 5 NON-FEDERAL student workers (Job Class Code 05100) may continue to work throughout the summer with no restrictions. The department should ensure that their budget can cover this expense.
• Class 5 graduating student workers may continue to work as a Class 5 for a period of time as stated below depending upon their designation:
o Class 5 graduating Federal Work Study student workers (Job Class Code
05200) must discontinue working as of the last day of the semester. If a department wants the graduating Federal Work Study student worker to continue past this date, they must be converted to a different classification (Class 1, 3 or 4). Please follow the appropriate standard operating procedure for that classification.
o Class 5 graduating NON-FEDERAL student workers (Job Class Code 05100) may work through the month of May. If a department wants the graduating NON-FEDERAL student worker to continue past this date, they must be converted to a different classification (Class 1, 3 or 4). Please follow the appropriate standard operating procedure for that classification.
ATTACHMENTS:
1. Class 5 Student Employment Information Form 2. RaptorLink Employer User Guide 3. Interviewing Assistance Information 4. Federal Government I-9 List of Acceptable Documents 5. Class 5 Hiring Process Contact List 6. What’s Next? Sheet for Students 7. HCM Job Action/Payroll Schedule
DOCUMENTATION REQUIRED to submit to Human Resources:
1. Completed Class 5 Student Employment Information Form
Note: This Standard Operating Procedure (SOP) and its attachments can be found online at https://hr.camden.rutgers.edu.
All sections and questions must be completed and submitted to Camden Human Resources [email protected] PRIOR to the employee’s first day of work. Please be advised that I-9s must be completed within the first 3 business days of the employee’s first day of work. The employee will be contacted to complete the I-9 if necessary.
For the Student Employee: Are you currently enrolled at Rutgers University-Camden? Yes No Are you receiving Federal Work Study funds for the current Academic year? Yes No Are you currently working with another department on campus? Yes No
_________________________________ ____________________ Signature of Employee Date
Employee’s Name: _______________________________________________________________ Include first, middle initial and last name; as it appears on Identification
Home address: __________________________________________________________________
Budget Approval: _________________________________________________________________ (Must have a signature of Business Manager, Dean or Director- unless employee is FWS)
********************************************************************************* Human Resources Use Only: Processing Information: Date Received: ______________________ Financial Aid Review: __________________ I-9 Completed: ______________________ FWS Funds Available: __________________ Entered in HCM: _____________________ Shared Services Entry: _________________ Multiple Appointments: _______________ Department Charging Instructions: Submitted to Shared Services: __________ ____________________________________
Career Center – 856-225-6046 – [email protected] – cc.camden.rutgers.edu 326 Penn Street, Camden, NJ 08102 - Lower Level of Campus Center
RaptorLink Employer User Guide
https://camden-rutgers-csm.symplicity.com/
The Rutgers-Camden Career Center proudly utilizes RaptorLink as our online recruiting platform. RaptorLink is powered by the NACElink Network, which is a partnership between NACE (National Association of Colleges and Employers), Symplicity, DirectEmployers and Rutgers-Camden. This guide will provide you with the basics of navigating RaptorLink. If you have any questions about RaptorLink, please do not hesitate to contact the Career Center staff at [email protected] or 856-225-6046. We look forward to working with you for all of your recruiting needs! NOTE: Depending on your settings, you may not have access to all of the features of the system. Contact the Employer Relations Coordinator to modify your access.
Career Center – 856-225-6046 – [email protected] – cc.camden.rutgers.edu 326 Penn Street, Camden, NJ 08102 - Lower Level of Campus Center
If you have received a username and password from the Rutgers-Camden Career Center via email, you can enter it here. If you’d like you may change your password after logging in. Click “Forgot Password” to have your password emailed to you.
If this is your first time visiting RaptorLink and you do not have a username and password, click “Register” to create your account.
This is the welcome screen in RaptorLink. There are shortcuts on the right side of the page and tabs on the top that allow for quick navigation. This document will review the tabs you will use most often.
Career Center – 856-225-6046 – [email protected] – cc.camden.rutgers.edu 326 Penn Street, Camden, NJ 08102 - Lower Level of Campus Center
Clicking on the “Account” tab brings you here. You can enter your contact information on the “Personal Profile” tab, and change your password on the “Password/Preferences” tab.
Use the “Profile” tab to enter information about your organization. We can use this information to search for organizations that might be appropriate to attend specific on campus events, and you may also allow students to view this information, which allows them to learn more about your organization throughout their job searches.
Career Center – 856-225-6046 – [email protected] – cc.camden.rutgers.edu 326 Penn Street, Camden, NJ 08102 - Lower Level of Campus Center
TIPS FOR SUCCESSFUL POSTINGS:
Be as specific as possible (not just “Intern” or “Assistant”). Students will see the job title when they scroll through listings but may not pay attention to the employer name.
The system posts job descriptions in plain text. Formatting like bullets, bold, italics and varied font sizes will be lost. To make important points stand out, use CAPITAL LETTERS, extra spacing between lines, dashes or asterisks instead of bullet points and set off different sections with dividers like ******************* or ============================.
Consider attaching a formatted pdf version of the posting that students can easily download and save. The system does limit the size of pdf files, so be sure to minimize the file size.
You can limit which students can apply for your position by “Restricting Applications.” Filters can include major, year of graduation, degree level and GPA. If you are flexible on any of those criteria, we suggest not restricting applications.
RESUME RECEIPT
o EMAIL: You will receive an email with the applicant’s resume (and any other requested documents) every time someone applies. You can request that applicants submit additional documents including a cover letter, unofficial transcripts and/or writing samples. Any of these documents can be required or optional.
o ACCUMULATE ONLINE: Students will upload their applications and you will need to log-in to view applications. If you choose to accumulate resumes online, it is recommended that you also select “Automatic Application Packet Generation” so that you will receive an email with a pdf file of all applications when the job expires. This works well if you do not plan on viewing applications until a certain date or do not want a lot of emails.
o OTHER: Use this option if you prefer to receive applications through your website, in the mail or in person.
The “Jobs” tab is where you can create and post non-OCR jobs, which means that you will not be coming on campus to interview your selected candidates. Your currently active jobs will be listed below, and you can click “Add New” to begin a new job posting. If you choose to collect student resumes via RaptorLink, this is where you will retrieve them.
Sample Interview Questions for Hiring Student Workers
1. What qualifications do you possess that will make you successful in this position? 2. If I asked your former coworkers to describe your work style, what would they say? 3. What made you decide to choose your particular major in college? 4. What courses have you liked best? Least? For what reason? 5. What have you done that shows initiative and willingness to work? 6. What do you do with your idle time? 7. Describe a time on any job that you’ve held (or in school) in which you were faced with problems or stressors which tested your coping skills. 8. What interests you about our office/department and the services we provide? 9. Discuss a situation during the past year in which you had to deal with an angry or upset customer, coworker, or classmate? How did you handle the situation? 10. Why should I hire you?
Interview Questions – Do’s and Don’ts
Topic Unacceptable Acceptable Military Service • What type of discharge did
you receive? • What type of education or
training did you receive while in the military?
• In what branch of the armed services did you serve?
Disabilities • Do you have any disabilities?
• When did you lose your eyesight/leg/hearing?
• Are you able to perform the essential functions of the job you are applying for?
Age/Date of Birth • How old are you? • When did you graduate
from high school?
• Are you over the age of 18?
• Are you legally eligible for employment in the United States?
Affiliations/Religion • What clubs or organizations do you belong to?
• Do you go to church?
• What professional or other organizations that you belong to do you consider relevant to your ability to perform this job?
• Are you available to work any schedule?
National Origin/Citizenship
• Where were you/your parents born?
• What is your native language?
• Are you a US citizen? • What is your country of
citizenship?
• Are you authorized to work in the US?
• Will you now or in the future require sponsorship for employment visa status?
Race/Color/Origin/Sex/Gender
• All questions are illegal • NONE
Marital/Family Status • Are you married or do you have a partner?
• What are your child care arrangements?
• With whom do you live?
• Do you have responsibilities or commitments that would prevent you from meeting specific work schedules?
Reliability/Attendance • Do you own a car? • What hours and days are you available to work?
Class 5 Hiring Process Contact List
Tamia Johnson-Wooten Assistant Director, Rutgers University-Camden Financial Aid P: 856-225-2964 F: 856-225-6074 E: [email protected] Terri Smith Employer Relations Coordinator, Rutgers University-Camden Career Center P: 856-225-6046 F: 856-225-6511 E: [email protected] Jennifer Williams HR Assistant, Rutgers University-Camden HR Office P: 856-225-6475 F: 856-225-6489 E: [email protected] Kadeem Williams Business Specialist, Rutgers University-Camden Shared Services P: 856-225-2662 F: 856-225-6579 E: [email protected]
**In approximately 7 days, you will be able to do the following: Log in to RIAS Log on to RIAS at http://rias.rutgers.edu and click on RIAS Login. Your NetID will give you access to the Rutgers Integrated Administrative System (RIAS), where you will be able to do the following things:
• Enter your direct deposit information • Enter your W-4 tax information • View your paycheck/W-2 tax forms • Change your address, phone number, etc.
If you have additional questions or need assistance as you navigate here at Rutgers Camden, do not hesitate to contact Human Resources at 856-225-6475. ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Student Worker must provide a copy of this form to their department within 24 hours of completing the I-9 process.
“I-9 Process has been completed with Camden HR”
____________________________________ _____/_____/_____ HR Signature Date
Submission To HCM Start Date(Date Preparer/Approver can Begin to
Submit Requests
for the Effective Date)
HCM Cutoff Date(Cutoff or Latest Date
Preparer/Approver can Submit Requests
to Meet the Effective Date)
Benefit Cycle
Pay Check Date
Non Benefit Cycle
(Hourly Class 4 & 5)
Pay Check Date
Saturday, July 09, 2016 Wednesday, March 30, 2016 Thursday, June 23, 2016 Friday, July 15, 2016 Friday, July 22, 2016
Sunday, July 10, 2016 Wednesday, March 30, 2016 Thursday, June 23, 2016 Friday, July 15, 2016 Friday, July 22, 2016
Monday, July 11, 2016 Wednesday, March 30, 2016 Thursday, June 23, 2016 Friday, July 15, 2016 Friday, July 22, 2016
Tuesday, July 12, 2016 Thursday, March 31, 2016 Friday, June 24, 2016 Friday, July 15, 2016 Friday, July 22, 2016
Wednesday, July 13, 2016 Friday, April 01, 2016 Monday, June 27, 2016 Friday, July 15, 2016 Friday, July 22, 2016
Thursday, July 14, 2016 Monday, April 04, 2016 Tuesday, June 28, 2016 Friday, July 15, 2016 Friday, July 22, 2016
Friday, July 15, 2016 Tuesday, April 05, 2016 Wednesday, June 29, 2016 Friday, July 15, 2016 Friday, July 22, 2016
Saturday, July 16, 2016 Wednesday, April 06, 2016 Thursday, June 30, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Sunday, July 17, 2016 Wednesday, April 06, 2016 Thursday, June 30, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Monday, July 18, 2016 Wednesday, April 06, 2016 Thursday, June 30, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Tuesday, July 19, 2016 Thursday, April 07, 2016 Friday, July 01, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Wednesday, July 20, 2016 Friday, April 08, 2016 Tuesday, July 05, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Thursday, July 21, 2016 Monday, April 11, 2016 Wednesday, July 06, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Friday, July 22, 2016 Tuesday, April 12, 2016 Thursday, July 07, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Saturday, July 23, 2016 Wednesday, April 13, 2016 Friday, July 08, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Sunday, July 24, 2016 Wednesday, April 13, 2016 Friday, July 08, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Monday, July 25, 2016 Wednesday, April 13, 2016 Friday, July 08, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Tuesday, July 26, 2016 Thursday, April 14, 2016 Monday, July 11, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Wednesday, July 27, 2016 Friday, April 15, 2016 Tuesday, July 12, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Thursday, July 28, 2016 Monday, April 18, 2016 Wednesday, July 13, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Friday, July 29, 2016 Tuesday, April 19, 2016 Thursday, July 14, 2016 Friday, July 29, 2016 Friday, August 05, 2016
Saturday, July 30, 2016 Wednesday, April 20, 2016 Friday, July 15, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Sunday, July 31, 2016 Wednesday, April 20, 2016 Friday, July 15, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Monday, August 01, 2016 Wednesday, April 20, 2016 Friday, July 15, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Tuesday, August 02, 2016 Thursday, April 21, 2016 Monday, July 18, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Wednesday, August 03, 2016 Friday, April 22, 2016 Tuesday, July 19, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Thursday, August 04, 2016 Monday, April 25, 2016 Wednesday, July 20, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Friday, August 05, 2016 Tuesday, April 26, 2016 Thursday, July 21, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Saturday, August 06, 2016 Wednesday, April 27, 2016 Friday, July 22, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Sunday, August 07, 2016 Wednesday, April 27, 2016 Friday, July 22, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Monday, August 08, 2016 Wednesday, April 27, 2016 Friday, July 22, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Tuesday, August 09, 2016 Thursday, April 28, 2016 Monday, July 25, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Wednesday, August 10, 2016 Friday, April 29, 2016 Tuesday, July 26, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Thursday, August 11, 2016 Monday, May 02, 2016 Wednesday, July 27, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Friday, August 12, 2016 Tuesday, May 03, 2016 Thursday, July 28, 2016 Friday, August 12, 2016 Friday, August 19, 2016
Please Note the Major Change to Department Submission Cutoff Dates Due to the October 1, 2016 System Migration
This schedule is revised to show new cutoff dates for accelerated payrolls and system migration. The schedule affords the optimum opportunity for job
action requests to be reflected by the start (effective) date of the action. To use the schedule, match the effective date that is on the appointment letter
with the same date in the first column below. The same row of the second column displays the earliest date to submit the request through the
HCM/Payroll system's Template-based Hire or Manager Self-Service queues. The third column lists the cutoff (latest) date to submit the request in order to
meet the job effective date.
* Requests should be submitted and approved at the department level before the "HCM Cutoff Date" for the effective date of the appointment /action
being requested.
* Requests should not be submitted before the "Submission to HCM Start Date".
* Requests need to have no conflicts or issues and have complete and accurate supporting documentation attached, to be processed.