Feel the Teal with Student Employment Leslie Hogan Assistant Director for Assignments and Marketing Stephen Swieton Assistant Director for Engagement

Presentation Outline About Coastal Carolina University Historical Context Our Goals with the Employment Module Module Setup and Implementation The Application Process The First Process New Challenges Where We’re Going Next

About Coastal Carolina University Founded in 1954 Approx. 10,000 students 4600 on-campus residents Located in Conway, SC Implemented StarRez in Spring 2015 2016 NCAA Men’s Baseball National Champions!

Historical Context Over 200 student employees annually Conference Assistants Custodial Staff Desk Staff Maintenance Staff Office Assistants Other Student Assistants

Historical Context Student staff applications are submitted through Human Resources Limited staff are able to see the applications Each position requires a separate application Can only see applications that are completed and approved by HR

Historical Context 110 Resident Advisers RAs are not considered employees, so we cannot use the HR application Applications are submitted through Coastal Connections (CollegiateLink) Completed applications can be seen by all Coordinators No ability to see applications in progress Nothing can be added to the applications

Our Goals with the Module Make the application process “faster, friendlier, and easier” Enable the portal to be a “one-stop shop” for resident needs Connect employment applications with the student’s entry Develop a single application for all summer positions Improve ability to generate reports Enable follow-up with candidates who start applications, but do not finish them Allow candidates to get status updates and employment decisions from the application

Setup and Implementation Step 1: Assess Current Processes What needs to be in an application for each position? How do we develop a singular process for multiple positions? Step 2: Develop a Draft Scheme Determine which pages are needed and for which positions Consider what information will be on each page

Draft Application Scheme Step 1 Step 2 Step 3-4 Step 5 Step 6 Step 7 Step 8 New RA Introduction Requirements Additional Requirements Personal Data Previous Experience Community Preferences Special Interest Housing Returning RA   Other Positions (AY) Summer Staff Step 9 Step 10 Step 11 Step 12 Step 13 Step 14-16 Step 17-24 New RA SIH Preferences   References Forms & Confirmation Uploads Status Next Steps Returning RA Other Positions (AY) Summer Staff Position Preferences Draft Application Scheme

Setup and Implementation Step 3: Create Custom Fields on Entry Application Use field names that make sense to folks not involved in developing the application Consider the order of fields from the perspective of the application reviewer Develop fields for status updates and next steps

Setup and Implementation Step 4: Develop Terms and Term Types Term types are tied to the type of position and determine which pages of the application the candidate will see Employment – New RA Employment – RA Employment – Academic Year Employment – Summer Terms are used to denote the term of employment New Resident Adviser 2016-2017 Returning Resident Adviser 2016-2017 Desk Assistant 2016-2017 Summer Staff 2016

Setup and Implementation Step 5: Develop Profiles Allow candidates to give preference to certain positions, communities, or special interest housing programs Sliding scales allow candidate to indicate level of interest

Setup and Implementation Step 6: Test, Test, Test Use a variety of testing users – both from the committee and others Test as many scenarios as possible! Step 7: Go Live! Step 8: Develop Reports to Monitor Process

The Application

The First Process Summer 2016 AY 2016-2017 189 total unique applications 156 completed applications 33 started but did not complete AY 2016-2017 402 total applications 359 unique users began an application (some completed multiple) 201 in progress 201 completed

New Challenges Need to get more familiar with StarRez Human Resources application Incoming students Understanding statuses that are not “complete” Holds can limit students in the process Never stop testing Renamed and reordered custom fields

Where We’re Headed Automate messages through data subscriptions All documents related to an application in StarRez Create reference guides Custom entry fields for long-term tracking Utilize “Positions” module Working to move our applications fully off the HR website

Questions?