The Basics of Hiring Student Employees

The basic steps for hiring a student employee are as follows:

This section of the tutorial will walk you through Step 8: Close the job opening. The sub-step is:

1. Fill out the Job Closure form online.

2. Notify applicants not selected of the hiring decision.

Step 1 Determine your department’s needs and budget.

Step 2 “Post” your job opening.

Step 3 Research eligibility of applicants in Banner (RJASEAR).

Step 4

Select the student you want to hire & submit a “Student Worker Request.”Step 5

Check for work approval using the Banner system (job will be set-up on RJASEAR).Step 6

Make sure the student completes, or has completed, an I9 form and a W4 form (RJASERF).

Step 7

“Close” the job opening by submitting the Job Closure Form. Notify applicants not selected of hiring decision.

Conduct Interviews

Step 8

Step 8

The Basics of Hiring Student Employees

What is “closing” a job opening?

Once you have filled the position (s) you had open, it’s necessary to close the job opening so that you don’t continue to receive calls from students seeking employment. Leaving a filled position open wastes your time and student’s time as they search for campus employment. To close a job opening you simply need to fill out the form online and submit it.

To close a job opening you will do the following:

1. Go to the Work-Study Forms web page and select the “Job Closure Form”

2. Complete the form

3. Submit the form online

This tutorial will walk you through this process.

Step 8

The Basics of Hiring Student Employees

To close a job and remove it from the student employment website you need to

complete the online “Job Closure Form”. Here’s how you get to the job closure form:

• Go to the Work-Study Forms & Instructions website(To get there: Baylor Home Page Faculty & Staff Work-Study Forms which appears under Featured Links),

• You will then be prompted to enter your Bear ID and password to open the form.

• Select “Job Closure Form”.

1. Go to the Work-Study Forms web page and select the job closure form.

Step 8

The Basics of Hiring Student Employees

2. Complete the form.

The account number is your Trax department ID followed by the account code “9200.” For example, 0123456.9200.

The position title is the title you gave the position on the “Job Order Form.”

Be sure to indicate the correct term.

Step 8

Here is what the job closure form will look like.

The Basics of Hiring Student Employees

Once you have completed the form click “Submit.” The information will be sent to SFAO. The information may take several days to process. Applicants may contact you even after you have submitted this form, because they may have viewed the job several days before contacting you.

3. Submit the form online.

Step 8

The Basics of Hiring Student Employees

Now that you’ve found the student you wish to hire and you’ve completed the all the necessary paperwork, it’s time to notify the candidates you interviewed that were not selected for the position.

Please call each candidate that you interviewed and tell them of the hiring decision you made.

This allows them to move on and look for other open positions.

You might say:

“Thanks for taking the time to interview with us. We have chosen another candidate for the position. Best wishes in your job search.”

Step 8

The Basics of Hiring Student Employees

Review Question

True or false? It is not necessary to close a job opening. Once I submit a “Student Worker Request” the job order is automatically removed from the “Student Employment” web site.

Step 8

The Basics of Hiring Student Employees

Review Question

False. It is necessary to complete the “Job Closure Form” once you have submitted a “Student Worker Request” and hired for the position you had open. This does not automatically happen once you hire for your open position.

Answer

True or false? It is not necessary to close a job opening. Once I submit a “Student Worker Request” the job order is automatically removed from the “Student Employment” web site.

Step 8

The Basics of Hiring Student Employees

End of Section.

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Step 8