cornerstone quick guide - student employment

Revision Date 6/24/2015

CORNERSTONE Guide for Student Employment Hiring Managers

Hiring Manager training guide for using the new Cornerstone Applicant Tracking to submit a job requisition request, review applications, interview applicants and make an offer of employment.

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Table of Contents

Logging in to Cornerstone 2

Completing the Requisition Request Form 4

Job Title 5

Selecting a Title from Student Employment Options 5

Requisition Template 6

Division 7

Employment Type 8

G/L Code and Percentage 8

Job Description and Qualifications 10

Hiring Manager 10

Applicant Reviewer 10

Applicant Interviewer 10

View Submitted Requisition Requests 12

Review Applicants 13

Actions 14

Change Status 16

Applicant Profile 17

Interview Applicants 20

Schedule Interview 20

Add Interviewer(s) 20

Interviewer Recommendations 22

Extend Offer to Selected Candidate 24

Reference Checks 24

Change Status of Applicants 24

Notify Student Employment 24

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LOGGING IN TO CORNERSTONE

Step 1: Login into Cornerstone by accessing the following URL:

http://cornerstone.cscc.edu

Step 2: On the login page pick the option of “Sign in to one of the following sites:” and select

“Cornerstone Production” from the drop down.

Step 3: Type in your CSCC network login information when prompted (i.e. [email protected], network

password)

http://cornerstone.cscc.edu/

mailto:[email protected]

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Step 4: When the user is logged in, a Welcome message appears below the banner. Navigate to the desired menu item within Cornerstone. The options in the menu bar are based on your level of access.

Helpful Hints:

If you do not see information on screens that you would expect to be there,

try going out of the screen and re-entering it, or hitting control F5 to

refresh the page.

For best results, use Chrome or Firefox instead of Internet Explorer to open

Cornerstone.

Use navigation tools within Cornerstone instead of the “back” button

within the browser.

The Requisition Request Form must be completed all at once; you cannot

begin the Request, save, and return to complete it later.

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COMPLETING THE REQUISITION REQUEST FORM

To begin the Requisition Request process, select the RECRUIT tab and click on Requisition Requests.

Click on Create New Request

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Job Title: Click on the “+” icon to the left of Student Employment for the options within that category.

Once selected, information will populate other fields in the form.

Selecting a Title from Student Employment Options: You must first determine if the position will be

designated as College Work Study or Federal Work Study.

College Work Study positions and the student wages are funded directly through the hiring

department. To be eligible for hire, students must be enrolled in a degree or certificate program

at Columbus State in three or more credit hours.

Federal Work Study positions and the student wages are funded through the student’s FWS

award, as a part of their financial aid award. A limited number of students at Columbus State are

awarded FWS each year. To be eligible for hire, in addition to being awarded FWS, students

must be enrolled in a degree or certificate program at Columbus State in six or more credit

hours and maintain Financial Aid eligibility.

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Once you have determined the funding source designation, you must determine what “level” the

position is. There are three classifications, which determine the position’s pay rate.

College or Federal Work Study I – Minimum Wage; $8.10 per hour (as of January 1, 2015) Entry level with no skills or prior experience needed. Closely supervised. Limited or no independent judgment required for position; generally routine duties. College or Federal Work Study II - $8.10 per hour (as of January 1, 2015) Some skills and/or prior experience required; some college education or comparable experience is often necessary or highly preferred. Duties may include autonomous interaction with public. Duties are varied and require some independent judgment and ability to adapt to differing situations. College or Federal Work Study III - $10.00 per hour Reserved for student positions requiring significant education, skills, and/or prior experience.

Duties require significant mechanical or technical skill or independent judgment. Position may

also have a direct impact on student success. May oversee activities of Work Study I or II.

For reference: Student Office Assistant positions are generally classified as Work Study II; Student Lab

Assistants are generally classified as Work Study II; Supplemental Instruction Leaders are classified as

Work Study III. Please contact the Student Employment Coordinator if you need assistance determining

the funding designation or pay rate classification.

Requisition Template: click on the dropdown icon to see template options associated with that job

title. Once selected, information will populate other fields in the form; however, information may be

manually changed. If you do not see an applicable option, select the “Default” position.

Display Job Title: This title is displayed to potential applicants in the job ad. If starting with a Default

template, please add a functional/representative title to this field. Do not leave as “College Work Study

II” etc.

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Division: NOTE: In Cornerstone, Division refers to the Department. A box will open listing various

options. Click on the “+” next to “Columbus St Community College.” A new box opens listing the

available divisions. Click on the “+” next to the appropriate division or use the keyword search option.

Select the appropriate department from the list.

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Location: Default of “Columbus Campus MN” is populated. To edit the location of the position, select

the dropdown and locate the correct location in the list.

Employment Type: This prepopulates with Student Employment. Do not change this selection.

Full Time or Part Time: Part-time is automatically selected. All student positions are part-time.

Compensation: Compensation type defaults to Hourly. Do not change this selection. See page 6 for pay

rates.

New Position/Replacement: Defaults to Not Applicable. Replacements do not need tracked as student

positions are not included in headcount.

PCN/Slot/Head Count ID: Does not apply to student positions. Leave blank or type N/A.

Position Justification: Enter the reason requisition is being requested in the text box.

Alternate Manager: Generally, the alternate manager is of the name of the Hiring Manager’s

Supervisor. (This is the alternate approver for Web Time Entry.)

Bargaining/Non-Bargaining Unit: Non-Bargaining unit is the default. Do not change this selection.

Employment Status: Student Employment is the default status. Do not change this selection.

FLSA: Student Employment positions are Non-Exempt (will be compensated for overtime hours) and defaults to that status. Do not change this selection.

Schedule Hours: Enter the schedule for the position in the text box. Maximum number of hours per

week for student positions is 20.

G/L Code #1: Enter the General Ledger account code that will be charged for the wages. If you are not

sure which G/L code to use, please contact your Cost Center Manager to obtain the code before

submitting your requisition request. For Federal Work Study positions, the G/L code is prefilled.

G/L Code #1 Percentage: If the total amount of wages will paid from only one G/L Code, enter 100%. If

the wages will be split between two or more G/L Codes, enter the percentage from this code and enter

additional funding sources and percentage in the “G/L Code #2” line below. (If more than two funding

sources will be used, enter the additional G/L Codes and percentages in the Comments box below.)

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G/L Code #2 and G/L Code #2 Percentage: (See above if applicable)

Funding Comments: Enter additional G/L Codes and percentages here if needed.

Position End Date (if applicable): If position is for a specific period of time, enter the position end date.

Building: Use the drop down box to enter the location of the position.

Room Number: Enter the room number where the position will be located.

Campus Phone (xxx-xxx-xxxx): Enter the phone number assigned to this position. If no phone will be

assigned, use the phone number to the work location or main office of the hiring department.

Note: the input of the building, room and campus phone will flow through to other systems, such as 911

and the college’s asset tracking software, so it is very important to capture this information. If you do

not know the information at the time of creating the requisition, please provide it to HR as soon as you

can.

Posting Specific Question (Applicant Disqualifiers): Enter disqualifying questions that will be added to

the application to screen for required qualifications.

Preferred Qualifications: Enter qualifications that are desired (in addition to minimum qualifications

below.)

Knowledge, Skills and Abilities: KSA’s for some position will be pre-populated based on the Requisition

Template chosen. If there are no pre-populated KSA’s, determine what those would be for the

requested position. For reference: Knowledge is theoretical or practical understanding of a

subject/topic; Skills are proficiencies developed through training or experience; Abilities are the qualities

of being able to do something.

Other Comments to Display on Job Ad: Enter any other information that should be included in the job

ad. NOTE: A cover letter may be required by stating that in the job ad. Hiring managers can mark

application as “incomplete” if they indicated cover letter is required and applicant does not include it.

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Internal Candidates Only? NO is the default selection. All student positions are posted externally only.

Do not change this selection.

Description: Job description for the position may or may not be pre-populated based on Requisition

Template chosen. If you selected a general Default template, you will need to select the External tab and

input the job description information, including the job duties. If you need assistance with determining

the job description, please contact the Student Employment Coordinator.

Qualifications: Minimum qualifications for the position will be populated based on the Requisition

Template chosen. Note: The ideal qualification is not functionality that is enabled at this time.

Hiring Manager: The User listed as the ‘Hiring Manager’ is the primary reviewer and has access to all

submissions, but not management rights for the requisitions. Because this role receives system assigned

automated emails and approval notices, please enter the Hiring Manager’s name, even if the Hiring

Manager and Primary Owner are the same person. Enter the Hiring Manager’s name by clicking on the

dropdown icon, locate the name in the list and select the person.

Applicant Reviewer(s): Users listed as ‘Reviewers’ are given access to all submissions, but not

management rights for the requisition. To add names to the list of Reviewers, click +Add Reviewer(s),

locate the name in the list and select the person.

Applicant Interviewer: Users listed as ‘Interviewers’ are only given access to submissions that are

scheduled for interviews.

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Use the copy icon to copy Applicant Reviewers into the Applicant Interviewers list. To add additional

names to the list of Interviewers, click +Add Interviewer(s), locate the name in the list and select the

person. (NOTE: Use “copy” feature first; these will replace individual names you’ve added.)

Attachments: Up to 10 documents can be added to the requisition. The type of attachment you might

want to add here could be an email from your manager approving the position for recruitment. Enter

the title and file name of the document. Click on SAVE. Documents that are uploaded will be listed

below.

Openings: Enter the number of open positions that are to be filled from this requisition. Select ON

GOING if the position will remain open for hard-to-fill or pool positions. Standard posting time is two

weeks to one month.

Target Hire Date: Enter the anticipated hire date for the position. If multiple positions will be filled

from this requisition, enter the target hire date of the first opening.

CANCEL / SUBMIT REQUEST: When the requisition request form is complete, select SUBMIT REQUEST.

The Cancel button will delete all entered information. Once submitted, you will get an email notification

that the requisition request has been routed for approval. Student Employment staff will complete the

rest of the requisition. Once approved, the requisition will post to the Career Site. The hiring manager

will receive an email confirmation when the job has posted.

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Upon Receipt by Student Employment: In determining if a position is approved, Student Employment will consider:

Is this a position appropriate for the Student Employment classification, or should it be forwarded to HR as a part-time professional request

Is the pay rate commensurate with the duties detailed in the posting

Has enough detail been provided in the description of job duties to accurately represent the responsibilities of the position to interested students

If Federal Work Study, does Financial Aid have remaining Federal Work Study funding to potentially support such a position

VIEW SUBMITTED REQUISITION REQUESTS

From the Home page, select “RECRUIT” from the menu bar and scroll down to “Requisition Requests.”

At the right side of the list, you can click on View Request, Copy, or Retract Request

Use the “Copy” feature to create a duplicate requisition.

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REVIEW APPLICANTS

The Review Applicants page allows designated reviewers (including the Hiring Manager) to see all job requisitions and access candidates for whom they are a reviewer. To begin the applicant review process, select the RECRUIT tab and click on Review Applicants.

A list of open positions will be displayed:

Job: The Job title is set in the job requisition. Click on the title for a read-only view of the requisition

details.

Location: The location is set in the job requisition.

Owner: The name of the requisition owner is listed. Student employment positions will list Amanda

Jennings, Student Employment Coordinator, as the owner.

Date Opened: The date on which the requisition status was changed to Open.

Target Hire Date: The target date by which to hire a candidate was entered in the requisition.

Openings: The number of remaining openings for the requisition. This is calculated as the total number

of openings minus the number of candidates hired for the position.

Applicants: The total number of candidates for the requisitions who have a status other than Hired or

Closed. Click on this number to view all candidates for the requisition.

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Job Details link will provide quick access to the job description and qualifications for the requisition.

Search Bar allows you to search for candidates based on their current status. Click on a box (frame turns blue) to include candidates with that status in the search. Select All will include all candidates who have applied for the position. Applicant list will not automatically update, hit “Search” when you have the status options selected.

Actions dropdown allows you to perform a series of actions on all candidates at once or on individual candidates. It will only display actions for which you have permission to perform and that are relevant to the functionality enabled in your portal. Possible options are shown below. Additional instruction on each action can be found in the Actions Dropdown section below.

Candidate’s name is a link to view detailed applicant information for the requisition. To the right of the candidate’s name are 2 icons linking to the candidate’s application and resume/cv:

Use the scroll bar below list of candidates to see additional information about each candidate.

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Column View: To edit the columns displayed, or change the order of the displayed columns, click on the EDIT link to the right on the applicant list page. Default setting displays all available options. Deselect options by clicking on the item and using the left arrow to move it off the Selected list. You can change your personal column view one time for all future requisitions by clicking on “Edit the Default Layout Template.” NOTE: Deselecting “Current Status” will remove the Search Bar at the top of the page.

Actions Dropdown allows you to perform a series of actions on all candidates at once or on individual

candidates. It will only display actions for which you have permission to perform and that are relevant

to the functionality enabled in your portal. Options include:

Change Status

Resume/CV Review

Compare Candidates (up to 5) Other options that are not enabled at this time are listed below:

Add to Requisition

Move to Requisition

Assign Assessment Task

Assign Training

Send Email

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Change Status: Use the Change Status option to move candidates along in the application process.

When an action is successfully completed, a notification box appears. Available Options:

In Review – this is the default status; do not yet review applicants in this status

SE Reviewed-Meets Eligibility – Student Employment staff ensure applicants would be eligible for hire based on eligibility requirements, enrollment etc. Review applicants with this status.

Phone Screening – applicant is selected for a phone screen

Interview 1 – applicant is selected for interview

Interview 2 – applicant is selected for second interview

Offer/Background Check in Progress – candidate has been verbally offered the position contingent on successful pre-employment activities (e.g., background check, I-9, etc.)

Holding – candidate is held pending other action (i.e. another candidate accepts/declines offer)

Closed – candidate will not be offered position; hiring manager must select disposition reason

Hired – pre-employment activities are completed and the candidate is ready to start work

Select the candidate for the action by clicking on the checkmark to the left of the name.

To apply the same action to multiple candidates (batch process), click on the checkmark to the left of

each included candidate. To select all candidates, click on the checkmark at the top of the column next

the “Applicants”.

Click on Actions and select “Change Status”. Change Current Status to the New Status using the

dropdown box. Click on Submit.

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Resume/CV Review: This action allows you to see the resume/cv of each candidate.

Applicant Profile

From the applicant listing page, click on the applicant name to view detailed applicant information for

the requisition.

Candidate’s name and contact information displays at the top of the screen. In the left column, the

current position is listed, as well as previous applications submitted by this candidate.

The Applicant Profile has six tabs: Summary, Statuses, Application, Comments, Documents, and History.

The Summary section displays the current status, links to resume/CV and application, source the

applicant used to apply for the job, the date on which the application was received, flags applied to the

application (if applicable), and job details and requisition owner.

The candidate’s status can be changed by clicking on the Current Status on the Summary page. From the

dropdown menu, select the new status and click on Submit.

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Managers are encouraged to dispose of non-qualified candidates as applications are reviewed. All

applicants must be closed out prior to the final offer to the successful finalist. Select “Closed” from the

dropdown options. You will need to indicate the reason for not moving the candidate forward in the

process.

The Status section displays information about an applicant’s completed and current status. The information that is displayed in this section is dependent upon the applicant’s status.

The Application tab displays the responses to the online application allowing you to quickly access and analyze each section in the application workflow. The sections that display on this tab depend upon how the application workflow was configured. All sections of the Application tab are collapsed by default and reflect the title of the section as defined the application workflow. Sections that are 100% complete display a checkmark to the left of the section title.

The applicant’s Work/Supervisory References are listed in the Application section.

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The Comments tab displays posted comments regarding the candidate.

The Documents tab is used to manage and review all attachments uploaded by the applicant during the application process. If there are documents that the applicant did not upload during the application process, with the appropriate permissions, you can upload documents on their behalf. The Attachments section will display any documents uploaded by reviewers or requisition owners during the review process.

The History tab is used to track and review events that take place throughout the application and review process. Some events display as links to associated data, while others appear as date/time/user name stamps. Details about the event are included to provide context and/or content for the event. Events are sorted with the newest event displaying first.

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INTERVIEW APPLICANTS

Interviewing is HIGHLY important. The Student Employment office is not a “placement” program and we

do not “send” pre-screened students to offices requesting a student employee. Eligible students apply

to department openings and the department should interview candidates thoroughly to determine their

fit and preparedness for the position. Departments are not obligated to hire a student simply because

he/she is eligible.

After reviewing all applications, select the candidates for interview. Hiring Manager (or designee) will:

Contact the applicant at the phone number listed on the applicant profile and invite them to interview.

Determine a mutually convenient time and location for the interview.

Change Current Status to “Interview 1” on the Summary tab of the Applicant Profile (See previous section). If scheduling a phone interview as the first step in interview process, you may select “Phone Screen.”

On the Applicant Profile page, click on the Status tab and select Schedule Interview. Please note, it is not required that you schedule interviews for student applicants using the Cornerstone scheduling feature, but if you do not you will need to manually scan and upload your interview notes to the Documents tab and hiring recommendation comments (if a Reviewer or Interviewer) to the Comments tab.

Add Interviewers: This will include any CSCC employees who will be invited to interview the candidates

for the position. Available Interviewers (if entered on the job requisition) will be listed in the column on

the right; left click to drag selected available interviewers into the Interview Scheduler section. You

may also manually add the names of Interviewers by selecting the “Click to add Interviewer(s)”

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Search for Interviewers using last name/first name or advance through the list using the page numbers.

Select the Interview name and click on Add.

Add date/time of Interview: Once all Interviewers have been added to the list, enter the type (in

person or phone), date, start and end time, and location (enter exact location in comments box) of the

interview. When complete, you can click on Preview in Outlook to see the invitation (Outlook must be

open to preview invitation; webmail version will preview invitation) or Save and Send to Interviewer.

The invitation will be sent to the Interviewers’ email box. Once accepted, the invitation will be added to

their Outlook calendar. (Note: if Interviewer(s) has/have not previously agreed to interview date/time,

please confirm their acceptance of Outlook invitation before sending interview to the candidate.)

Note: Interview Guide (candidate evaluation) functionality is not enabled at this time.

Click on Send Notification to Applicant. The Applicant will receive an email confirmation of the

interview, as well as a confirmation in their Career Site Portal. The email will include directions, a

campus map, and a parking pass.

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Interviewer Recommendations: Once an interview invite is sent to an interviewer, he/she will be able

to access the Interviewer Manager under the Recruit tab.

There, interviewers can see interviews that are scheduled, as well as completed interview results. Click

on Options (right side of screen) to access applicants profile, cover letter and resume/cv.

Note: If you are a requisition owner, you can also click to view the schedules of interviewers for which

you are the owner but not the interviewer.

Following the interview, click on the Options arrow and select Record Recommendations. The

interviewers will be able to either Advance (green check) or Pass (red circle) on the candidate, with the

ability to record a general comment. The hiring manager will receive an email letting him/her know that

an interview evaluation has been recorded.

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Once interviews are complete and the interviewer has written down the candidate’s answers to the

interview questions, interviewers need to scan and attach their documentation in the Documents

section of the Applicant’s Profile.

If an interviewee is not being selected to move forward in the hiring process, the hiring manager should

dispose of the application by changing the candidate’s status to “Closed” and selecting the reason for

not moving the candidate forward. Note: alternatively, the top few candidates can be put in a status of

“Hold” for future consideration until such time another candidate is hired.

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EXTEND OFFER TO SELECTED CANDIDATE

At the conclusion of the interview process, select the candidate for hire. Hiring Manager (or designee)

will:

Contact a professional reference using the Telephone Reference Check form (located in the Help Resources Center tab) to obtain and document information regarding candidate’s previous work history. This is not required for student positions, but recommended.

Contact the selected candidate and make a verbal offer of contingent employment and starting rate.

Change the candidate’s current status to Offer/Background Check in Progress. o Upload any completed Telephone Reference Check forms and interview notes (including

questions asked and answers provided) by using the “Documents” tab on the Applicant Profile page.

o Dispose of other candidates by selecting “Closed” and select the reason for non-hire. The second/third best candidates may be placed in “Holding” status pending the selected candidate’s acceptance of the offer and completion of background check.

o NOTE: All candidates must be in Closed, Holding or Offer status before Student Employment will extend the written offer to the candidate.

Send an email to Amanda Jennings or Carie Davis in Student Employment with name of candidate and the desired start date. (You must directly notify our office, Cornerstone does not send an automated notice that a candidate was updated to “Offer” status.)

Student Employment will generate and send the contingent offer letter. The offer letter includes instructions on initiating the required background check and I-9 Employment Eligibility form.

The candidate should accept electronically as well.

Student Employment will notify the Hiring Manager when the hiring process has been completed and the new employee is available to start work.

Student Employment will dispose of any held applicants and will close the requisition.

Closing the requisition removes the position from the Career Site unless the expiration date had already passed, then the posting comes down automatically

Rev. 6/24/15