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Student Worker Authorization Training

August 4th, 2015

Project Team: Giovanni D’Onofrio, Tom Dorr, Tami LaPlante, Phil Marchese, Kim Massores, Darnelle Perry & Kommaly Xayasone

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Meeting Agenda

• Eliminate renewal paperwork

• Paper process -> database process

• Background checks for new hires in certain departments

• System screen shot walk through

• Summary and Questions

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Eliminate Reauthorization Paperwork

• Once a student is hired, changes a pay rate (other than a minimum wage increase), begins another on-campus job, and leaves - HR must be notified

• These notifications will all be done in the system

• No longer required to reauthorize student workers starting in Fall 2015

• No longer required for student to go to Career Services

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Paper process->Database process

• The new database will eliminate the paper form for student worker authorizations

• Still required for Graduate Assistants, Interns, Work Study Students, and Stipends

• Cost savings to the University

• Human Capital savings

• Data entry, career services, signatures, missing forms (emails, conversations, phone calls), mistakes, copying forms, mail delivery

• Material savings

• Paper, ink, pens, copier/printer use

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Background checks for new hires in certain departments• Upon adoption by the Board of Regents for Higher Education, all full-time and part-time

external candidates for employment with a CSCU institution or the System Office, as well as potential re-hires with a break in service of more than one year, shall undergo a pre-employment background investigation pursuant to this policy as part of the employment screening process. This policy covers all full-time and part-time employees, including University Assistants, Educational Assistants, Adjuncts/Lecturers and other temporary and contracted employees.

• This policy shall also apply to the following student worker positions (including graduate assistant or graduate intern positions), beginning with hiring for the fall 2015 semester:

• Resident Assistants

• Students assigned to the Public Safety Department

• Students who handle DCL3 data as defined in the CSCU Data Management Standards (DCL3 is protected confidential data, which comprises identity and financial data)

• Students who have a fiduciary responsibility, handle cash or credit transactions, or have a primary responsibility related to finance or budget

• Students deemed by the institution’s chief human resources officer to be in safety- or security-sensitive positions

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Process Map – New Hires

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Process Map Termination

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The Student Worker Authorization Page• http://prd-hrweb01.scsu.southernct.edu/student-worker-autho

rization/

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Login to myscsu• Logging in secures the system and provides our program with

the supervisor name

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Step One – Enter student department and Type

• Choose your department and then select the type of transaction you would like to complete

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Step Two - Enter Student’s Banner ID Number

• All screens will take you to the student ID page for you to enter the Banner ID

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Step Three – Student Phone and Review

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Step Four – Entering Pay Rate and Start Date

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Final Step – Confirmation Number

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My Submissions

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Excel Reports

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Student Worker Budget Approval Email

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Budget Authority View – After Submission

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Email to Supervisor – After HR completes process

• Once the new hire process completes this email will go to the supervisor

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Departments that require Background Checks

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Background Checks – Supervisor Notification

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Background Checks - Process

• Background check form https://www.southernct.edu/faculty-staff/hr/forms/Background%20Authorization%20Form%20May2015.pdf• Sign, scan, and email form to Tami LaPlante at

LaplanteT1@southernct.edu• We will then email the student to have them fill out the

background check form on our vendor’s website

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Background Checks - Email student will receive

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Background Checks – First Screen

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Background Checks – Second Screen

• Student must check and click continue on next page

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Background Checks – Third Screen

• Student must click submit on next page

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Background Checks – Fourth Screen

• Student must enter name and DOB and click continue

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Background Checks – Fifth Screen

• Student must click submit on next page

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Background Checks – Sixth Screen

• Student has the option of printing statement they read for their records.

• They will need to click submit

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Background Checks – Seventh Screen

• Students will have to fill out this page with their Address, Date of Birth, and SSN

• Then click submit on the right hand side

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Background Checks

• Background check is usually processed within 3 business days.

• We will let supervisors know when the background check form has cleared

• Supervisor can then enter student in the Student Worker system

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Summary and Questions

• Process is effective for Fall 2015 regular student workers

• Plan to push the process out to work study students, graduate assistants, interns and stipends in Fall 2016

• Reauthorizations eliminated - need to use the system for new hires, pay-rate changes, second jobs, and terminations

• Questions?