On-Campus Student Employment Employer Update

Background Checks

In 2020 the University modified their background check policy to include more student employment positions that would require background checks.
Since this time there has been a requirement that when a student is being hired to a new position in the comments section they must indicate if a background check was required and submitted.
When the On-Campus Student Employment Policy was created the Universities Background Check Policy is directly connected.

who needs a background check

All volunteers and select students that are final candidates for positions that involve security sensitive responsibilities including but not limited to, the following:

(i) Responsibility for care of children or minors, such as child care workers, camp counselors, etc. in compliance with all applicable laws, regulations and standards and rule 3364-10-17 of the Administrative Code (minors on campus).

(ii) Care of patients in health care settings such as hospitals, dental clinics, clinics, mental health facilities, etc. in compliance with all applicable laws, regulations and standards.

(iii) Access to “select agents and toxins,” or “controlled substances” as defined under state and federal law.

(iv) Access to master keys, electronic access, or key access to residences and areas requiring a high level of security, such as those that store controlled substances or money, research facilities, etc.

(v) Entrustment of university vehicles when proof of a valid driver’s license is a job requirement.

(vi) Students hired into supervisory, resident hall, or teaching responsibilities involving unsupervised, direct contact with students.

(vii) Public safety enforcement support

(viii) Access to student/employee personally identifiable information including but not limited to access to the human resources information system.

(ix) Handling of financial matters; can be limited to those positions with approval authority or access above a set dollar amount

New Background Check Procedure

Currently when you have a student who requires a background check the procedure is to have the student complete the background check authorization form. Once you have a completed form your departments background check originator will sign in to Intellicorpand complete the background check request.
- The department then needs to physically save the authorization form the student signed.
Going forward the process has changed to the candidate direct model.
- When a student is being hired into a position that requires a background check, your background check originator will select the candidate direct drop down.
  - If you only have a single student to run a background check for you can choose single, however if you have multiple students there is an option to run a batch of background checks at once.
- Benefits of this new model: The authorization from is digital and is now stored in Intellicorp, you only enter the students name and email. They enter everything else. You are going to save time.

What you will see

screen shot of background

Single Student: You click the New Invitation – Single
For multiple students:
- First you need to click the Multiple Invitation Template and download the form and enter each students information.
- Once this is complete you can select the New Invitation-multiple and upload the template to the system.
When you are going to use the Multiple option be sure you download a new template each time to ensure there were no updates to the template.

ePAFs

There is nothing new this semester being introduced to the ePAF. We have noticed an uptick in mistakes/shortcuts mistakes being made.

ePAF – Start Dates

Students are not eligible to begin working until their ePAF has been approved. We know that some departments are starting their students and then submitting an ePAF.
- This is a violation of University Policy – We cannot stress enough do not start your students before their ePAF is approved.
Since a student cannot begin until their ePAF is approved there is no reason that an ePAF is being backdated.
- If you are submitting an ePAF on June 25, 2024, there is no reason it has a start date of June 15, 2024.
- When you do this, and it is a new hire for example they have 30 days to complete their OPERS Exemption Form. You have now cut off 10 days from that grace period they have to opt out.
- I-9 forms also need to be completed before a student can start working. These are done digitally, and the system can see when they are completed you cannot backdate these like when they were a paper form.
  - You are signing your name to a Federal Document and in an audit if a violation such as this is discovered and the Department of Homeland Security issues fines, they will go to the department

ePAF - New Job Comments

Anytime you are hiring a student for either the first time, to an additional role or they are being promoted you need to include a note in the comments section. The note is to include the Handshake positing number and if a background check was required.
We will return ePAFs that are missing this information.

ePAF – Comments to Department

When we review an ePAF if something is missing or incomplete instead of instantly returning the ePAF for correction we will leave a note in the comments section.
- As long as the start date has not passed we will leave it for 14 days. If the start date has passed it will be returned and a new ePAF will need to be created.
As an ePAF originator you are able to log in to your originator queue to not only see where an ePAF is at in the approval process but read the comments.
- Ex of a comment: I9 & Fraud completed missing the Ethics Form. Once submitted the student can be approved.

ePAF – Originator and Approval Queue

Please be aware that you need to have 3 different people on your ePAF. In addition to the originator, you need to have a different approver at both the management and executive level.
We are also hearing from several departments this is important and needs to be rushed but our executive approver is out.
- Be sure that if you are an approver, you have designated a proxy approver to keep things moving.

New Hire Paperwork

All on-campus student workers will now need to complete the following:
- I9
- Fraud
- Ohio Ethic – This used to be HSC now it is required for all student workers
- PIF – Has been eliminated
For students being hired to the HSC there are still the additional forms and medical screening requirements.

I-9’s

Since we introduced the digital I9 process there have been no real changes.
- The exception was a Rocket Number field that was added in over a year ago. If you are an I9 originator please be sure you enter the students Rocket Number, this is not only how we verify completion when approving an ePAF, but how Internal Audit and Compliance run their compliance reports.
- If you are not the I9 originator for your department, please remind them to use Rocket Numbers.
I9 originators – There have been a few requests lately for extra approvers. We are not able to give additional access to individuals, due to security of personal information.

Student Employment Compensation Scale

In July of 2022 we introduced a compensation scale that went from being a one size fits all to plan that categorizes positions based on the type of work that they are doing.
This past January we reviewed the compensation scale with the increase in Ohio’s Minimum Wage and made a few minor adjustments.
- The first adjustment was the pay as we not only increased the minimum pay to align with Ohio Minimum Wage but also the top end in each range.
The second adjustment was we went from four levels to three levels.
- Originally level I and II were both entry level spots that varied between no experience and a little experience. Most departments did not really take advantage of this and lumped this experience level together. We eliminated level II.
We are now have three levels for pay.
- Level I – no experience is needed
- Level II – Students need 1 year of relevant work experience
- Level III – Students need at least 3 years of work experience 1 relevant and 2 additional.
Please be careful when you post a job that your qualifications match your level because if you mark the pay down at a level III any student you choose must have the 3 years of work experience 1 relevant and 2 additional or the ePAF will not be approved.
The scale also allows for one raise per year up to .50 an hour.
- You cannot give the student a .30 raise now and a .20 raise next semester.
- Once a raise is given it is one full calendar year before another raise can be given even if the first one was not the full .50 an hour.

HandShake

There are no changes at this time Handshake just a few things to keep in mind
- As mentioned in the compensation section, be sure that in your qualification section that you are including the minimum experience needed for pay rates at a level II or III.
- Be sure that you are completing the entire job description template and then copying and pasting it into the job description box.
- Jobs have to be posted for 7 business days but can be posted for up to 60 days.
  - Handshake automatically now makes all posts for 6 months, be sure that you are changing the dates accordingly. We no longer have the ability to change these dates for you so they will get sent back.

On-Campus Job Fairs

After halting on-campus student employment job fairs a couple of years ago they were brought back last spring. Over the years departments expressed an interest in having a job fair for summer employment.
In conjunction with National Student Employment week, we held a job fair in the Carlson Library.
We are excited to announce that we will be offering a job fair again this year.
Thursday August 29, 2024
Student Union-Ingman Room
11:30 am - 1:00 pm

Student Employment