Hiring Process for Student Employment

IMPORTANT: All the steps need to be completed prior to the employee working. For assistance, please contact the Career Services Office: janna.kohler@vcsu.edu.

Prepare to Post a Position

Open the Student Employment Position Spreadsheet at the bottom of this page to look up the correct position number to use for the job posting.

Note, effective September 11, 2023, VCSU Business Affairs and Human Resources updated the process to have all student employees subject to a background check. For more information, review the NDUS Procedures for SBHE 602.3 Job Applicant/Employee Criminal History Background Checks and V602.03 VCSU Criminal Records Check Policy.

Create a Job Opening - Post the Position

Log into PeopleSoft HCM
Navigate to Create Job Opening
1. Click on the Compass icon
2. Click on the Menu icon
3. Select, “Recruiting”
4. Select, “Create Job Opening”
Enter Position Number
1. Enter the position number you retrieved from the spreadsheet.
2. Click on the look-up icon to select.
3. All other fields will automatically populate.
Click on, “Continue”
Click the drop-down under, “Openings to Fill.”
1. Select, “Limited Number of Openings”
2. If the number is known, enter the number of openings.
3. If number is unknown, enter, “999.”
Enter Fund and Department information.
1. Select (+) if multiple funding sources to add additional funding.
2. Click on the drop-down under, “Status Reason” and select, “Temporary Assignment.”
Desired Start Date: first date semester begins.
Click on, “add location” if posting for multiple position numbers in multiple locations.
Positions: Click on, “add position” only if there are multiple position numbers open
Click on, “Hiring Team” tab.
Select, “Add Recruiter Team”
Select, “VCSU1 Student Recruiters”
Check the box next to the name, “Janna Kohler” to add as the primary recruiter.
Hiring Manager: Enter your name and check the box to add as the primary hiring manager.
Interviewers: Leave Blank
Select, “Save as Draft” at the bottom of the page.
Click on the “Job Posting” tab.
Select, “Add Job Posting”
Update Title (i.e., Remove the word Pooled and always include VCSU Student in your job title)
Click on the drop-down under the header, “Description Type” and select, “Position Information.”
Click on the drop-down under the header, “Visibility” and select, “External Only.”
Click on the drop-down under the header, “Template” and select the “VCSU1 Student Positions.”
Update template to include the following verbiage:
1. This is a part-time, non-benefited position. Only VCSU students are eligible to be hired for this position. Unsolicited applications to this posting will NOT be considered or responded to. This position is subject to North Dakota Veteran's Preference requirements and will be posted for a minimum of 3 business days.
2. Title: (Should match job posting title)
3. Department:
4. Work Location:
5. Reports to Supervisor:
6. Position Summary:
7. Pay, Hours & Schedule:
8. Responsibilities/Expectations:
9. Qualifications/Knowledge/Skills/Abilities
10. Physical Demands:
11. Contact Information:
12. Additional Information: “If interested, click on the Apply for Job Button, Resume and Cover Letter not required but highly encouraged.” (Indicate if Resume and Cover Letter is required or not)
Click the drop-down under the Job Posting Destinations and select the following.
1. Destination: Internet
2. Posting Type: External Posting
3. Relative Open Date: 0-On approval date
4. Remove Date: Leave Blank
5. Posting Duration: Leave Blank
Click “Preview” to review the job posting.
Click, “Return to Previous Page”
Make any necessary changes.
Click, “OK”
Click, “Save as Draft”
No action required for the Qualifications and Screening tabs.
Select, “Save and Submit”
The Career Services Office will review the job opening request.
Once approved, the position will be posted at: www.vcsu.edu/jobs/
Qualified Student Applications will be routed to you for review.

Review Applications and Schedule Interviews

Log into PeopleSoft HCM
Navigate to Find Job Openings
Click on the compass icon
Click on the Menu icon
Select, “Recruiting”
Select, “Find Job Openings”
Click, “Search”
Select the job opening you wish to review.
Select the application icon to view materials.
Select binoculars icon to ensure they are enrolled and if they are eligible for federal work study.
1. If you see a YES next to work study offered and accepted, the applicant is eligible for federal work study.
2. If an eligible applicant is hired for the position, 75% of their earnings will be supported by the federal work study grant and 25% of their earnings will be supported by the department.
Schedule an interview, this step is Optional.
Check the boxes next to the names of those you want to interview.
Click on, “group actions.”
Select, “Schedule Interview” and create a new series.
Select type, “Phone, on campus, virtual, etc.”
When do sessions become available = how far in advance of the proposed interview times can they select the time slot
Click on, “Add a new session” for each interview time slot option.
Use full time (i.e., 10:00AM)
Continue to add all interview options (More times can be available than number of interviewees)
Then, “Invite All”
Click, “Next”
Can add a note here about the interviews to let the applicants know what to expect.
Send the invitation.
The hiring manager should be notified when an applicant selects an interview time.
If you do not receive an email notification indicating an interview time was selected, log back into the applications to see if they selected a time.
Make sure to add times on your outlook calendar, per they are not connected.

Prepare Job Offer

Contact the applicant you wish to hire to make a verbal offer. Let the applicant know that it is contingent on a successful background check, acceptance of offer in the system, and the completion of the hiring process.
1. Note, this step is different from staff, faculty, coaches, and part-time job postings which requires institutional approval prior to moving forward with an offer.
Once verbal offer is accepted, log into PeopleSoft HCM
Navigate to Find Job Openings
1. Click on the compass icon
2. Click on the Menu icon
3. Select, “Recruiting”
4. Select, “Find Job Openings”
5. Click, “Search”
Select the job opening.
Offer the position in Recruiting Solutions under your job opening.
1. Check the box next to the applicant’s name.
2. Scroll to the right of the applicant’s name.
3. Click on “Other Actions” drop-down.
4. Click on “Recruiting Actions”
5. Click on “Prepare Job Offer”
Enter Job Offer Components
1. Component: Base Salary
2. Offer Amount: Enter hourly pay rate, campus minimum hourly pay rate is $10.00.
3. Frequency: Hourly
Enter a start date (Can be adjusted to a later date if needed by HR/Payroll)
Offer expiration date: enter number of days allowed for student to accept the offer.
1. Default is 5 days; however, you may extend for longer.
2. If it expires prior to the applicant accepting, you will need to edit the offer and adjust the start date, edit the offer expiration date, and resubmit.
3. The offer expiration date cannot be later than the start date; can be the same date.
Under the section, "Offer Letter" select, "VCSU1 Student Offer Letter."
Click, “Save as Draft”
Select, “Edit Offer”
Click, “Submit for Approval”
The Career Services Office will review the offer, notify the applicant, initiate a background check if one has not already been completed, and prepare the hire.
HR/Payroll will send an email to the applicant with steps for completing the online hiring process.
All steps must be completed prior to allowing the new employee to begin work.
You will receive an email notification that the applicant has been hired for the job opening once the online hiring process is complete.

Reject and Correspond

Contact the applicants via phone that were interviewed but not selected to inform them they didn’t get the job.
Click on the reject icon next to the applicant’s name that is not being hired. Under reason, select Not Selected, click on Reject and Correspond. Most fields will be auto filled. Enter Subject. Type out your personal message or select VCSU’s template for email. Preview before sending. This will update the applicant's disposition status to reject.

Close the Job Opening

As you hire applicants, the number of openings listed when you posted will reduce. Once all available openings are filled, the job posting will automatically close.
If you need to manually close a position (i.e., you advertised 999 positions and only hired 20 so it didn’t automatically close), send an email request to janna.kohler@vcsu.edu.