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

2. 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

3. 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!

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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

12. 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
Returning Resident Adviser
Desk Assistant
Summer Staff 2016

14. 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

16. 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

17. The Application

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

19. 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

20. 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

21. Questions?