Office of Student Life Human Resources: Manager Supervisors of Student Employees May 2014

Student employment process documents (templates), including those for hire, are located on this website for actions you may need to request for a student employee. The Student Hiring Process Workflow and Student Hiring Checklist are step by step guides on how to hire new students. Once the candidate(s) has been selected, a Human Resources Action (HRA) request will need to be submitted to communicate the hire(s) to SLHR. Hiring New Student Employees

The HRA Request tool is used to communicate with SLHR and track electronic approvals for audit purposes. HRA is similar to the eRequest tool created by stores that is used to purchase supplies, as these systems were created on the same platform. This system will, for the most part, replace the SLHR box Hires/Rehires/Transfers, Terminations, Pay Rate Changes/Promotions, Standard Hours, and Funding Source actions should be made using the HRA Tool. Human Resources Action (HRA) Request

HRA Request Log into HRA by going to Use your OSU login (i.e. your name.# and associated password) to sign in.

HRA Request Select “New” to create a request, or “search” to check status of existing request.

HRA Request

Verify the information at the top of the page accurately reflects your information, mainly the Home Department.

HRA Request Select the request type then click “next.” Note: as you mouse over each request type a definition pops up on the right hand of the screen with additional details. Please note, student promotions should be submitted as ”Change Rate of Pay” requests

HRA Request

Input any additional information required for your request. This is where you will note if you know the position requires a background check. Fill in your chartfield information. The account number for students is

HRA Request Scroll down to the bottom of the request and click on the “+ Add…” button under the Attachments section for any request requiring an attachment. If you are submitting a “multiple” hire request, this is where you will attach your hire spreadsheet. Note: You will mainly use the attachment function for pay rate changes and terminations. You would attach the merit evaluation, promotion/demotion form, or termination spreadsheet.

HRA Request Once all attachments have been added and you are ready to submit the request select “Save and Continue.” Note: This is not the final step. You must still Submit the request for it to continue to the approval process.

HRA Request You will see the list of approvers for the org you have selected. NOTE: Your HRA number (used in the template s) is located at the top of the preview page.

HRA Request Then you will review your request. Please note, if you propose a start date it is not a guarantee. The service center will provide you with the actual hire date based on the completion of HR paperwork and, if required, background check.

HRA Request You will see your attachments at the bottom of the page. If everything is correct you will then click “Submit” for the approval process to begin.

Submitted HRA Request The service center will be notified via of your HRA Request. The service center will either approve or deny the request. If denied, you will be notified via and you will need to make any appropriate adjustments and resubmit the request. Hires: After the HRA has been submitted/approved and the student has completed their paperwork with SLHR, the entry will be made into the HR system within 3 business days. The employee will appear in Student Life Timekeeping on the day quoted in the confirmation from SLHR to the Hiring Manager. You may check the status of your HRA Request at any time by logging into and clicking on the search button to find your HRA.

HRA Request For all student transaction requests for multiple individuals you should select the “Is this request for multiple employees?” radio button.

Spreadsheet Template The template for the request being submitted should be completed before a Human Resources Action (HRA) request is submitted. This is an example of the Student Hire spreadsheet:

HRA Request NOTE: For TERMINATION requests you must select the reason for termination drop down “End of Student/Temporary Appointment” for the auto-approve to occur.

CONTACT or Any questions may be directed to the SLHR box. Accident reports and all questions regarding HR policy, procedures, and documents should be sent to this . Leah Hall HR Specialist Jenee Nard HR Associate Keli Bussell HR Associate