Student Worker Authorization Training August 4th, 2015 Project Team: Giovanni D’Onofrio, Tom Dorr, Tami LaPlante, Phil Marchese, Kim Massores, Darnelle Perry & Kommaly Xayasone

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

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

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

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

Process Map – New Hires

Process Map Termination

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

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

Step One – Enter student department and Type Choose your department and then select the type of transaction you would like to complete

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

Step Three – Student Phone and Review

Step Four – Entering Pay Rate and Start Date

Final Step – Confirmation Number

My Submissions

Excel Reports

Student Worker Budget Approval Email

Budget Authority View – After Submission

Email to Supervisor – After HR completes process Once the new hire process completes this email will go to the supervisor

Departments that require Background Checks

Background Checks – Supervisor Notification

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

Background Checks - Email student will receive

Background Checks – First Screen

Background Checks – Second Screen Student must check and click continue on next page

Background Checks – Third Screen Student must click submit on next page

Background Checks – Fourth Screen Student must enter name and DOB and click continue

Background Checks – Fifth Screen Student must click submit on next page

Background Checks – Sixth Screen Student has the option of printing statement they read for their records. They will need to click submit

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

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

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?