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

2. 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

3. 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

4. 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 ( s, conversations, phone calls), mistakes, copying forms, mail delivery
Material savings
Paper, ink, pens, copier/printer use

5. 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

6. Process Map – New Hires

7. Process Map Termination

8. The Student Worker Authorization Page

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

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

11. 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

12. Step Three – Student Phone and Review

13. Step Four – Entering Pay Rate and Start Date

14. Final Step – Confirmation Number

15. My Submissions

16. Excel Reports

17. Student Worker Budget Approval Email

18. Budget Authority View – After Submission

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

20. Departments that require Background Checks

21. Background Checks – Supervisor Notification

22. Background Checks - Process
Background check form staff/hr/forms/Background%20Authorization%20Form%20May2015. pdf
Sign, scan, and form to Tami LaPlante at
We will then the student to have them fill out the background check form on our vendor’s website

23. Background Checks - Email student will receive

24. Background Checks – First Screen

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

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

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

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

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

30. 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

31. 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

32. 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?