Student Job Application Website

Supervisor User Guide

I. Posting a student position online

Pages 1-5

II. Reviewing Applicants

Pages 6-9

III. Hiring Applicants

Pages 9-10

Center for Career & Life Planning

Rollins College

1000 Holt Avenue Winter Park, FL 32789

407-646-2382 407-646-2195

ose@rollins.edu

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Posting a Student Position—Step by Step Instructions:

1. Log into the Hiring Manager Portal (available through R-Net, Faculty & Staff) using your Rollins

email and password. Note: If you are unable to log in, please contact CCLP (407-646-2382, 2195,

or ose@rollins.edu).

2. Once logged in, click “New Job” from the bubble view, or perform the same function from the

action menu, by clicking on the menu image on the right. See images below:

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3. Next you will arrive on the “Select a Job Template” screen, where you will have the opportunity

to find and select the job you wish to post and the appropriate job posting template.

I. Find the student job you would like to post by clicking on the binoculars and search

your job by entering either the name of the position or the “number” of the position

you are seeking to post. Select your position then follow the next steps. Be sure to

inform CCLP if you do not find your position.

II. Before you are able to add the details of your new posting, you must select one of the 4

types of templates, corresponding with the types of student positions: Dept. Funded,

Frueauff, Work-Study, and Graduate Assistant.

III. In order to see a ready-made student job template, you must make the following

selections: No Division, No Major Unit. Choose the appropriate template & click next.

See images below:

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4. Next page will be the Requisition Form. This is the page where you will enter the posting

information following the guidelines below:

I. Under the Position Details section, provide only the following:

Job Title—Change or Update as needed

Position Type: Student (types--Work Study, Dept. Funded, Frueauff, or Graduate Assistant)

Division— Choose the division your department belongs to

Major Unit— Choose your department

Recruitment Process—Super Important—Always select STUDENT

II. Disregard the Search Committee and Selection Criteria sections.

III. Under the External Adverting Details section, provide only the following:

Job posting summary—short, engaging 1-2 sentences promoting the job & inviting

applicants to apply to your specific position.

Enter the posting information within the job template. Be sure to address all sections of

the posting.

IV. Under the Users and Approvals section, you must enter the following:

Hiring Manger—System automatically lists you as the hiring manager

Approval Process—SUPER IMPORTANT—Be sure to select “Student Employment Approval” (which will list Denisa Metko as the automatic approver)

Recruiter—SUPER IMPORTANT— Your recruiter choice will need to be as follows: Denisa Metko—08/01/2016—on

5. Carefully review the summary of your job posting and make any necessary edits. If you would

like to add notes to the recruiter (posting length preferences etc.) just click on next page and

add the information.

I. To submit your job posting request for approval select Save & Exit.

II. If you have not completed your edits, be sure to select Save a Draft so you may go back

and update the posting at a later time. Note: You will need to renter the student

employment approval process when you revisit your draft.

6. CCLP will review and approve your request accordingly. You will receive an email confirmation

when your position is approved. Posting will be listed in the career site shortly after you receive

the approval confirmation e-mail.

See images on the next page for a visual reference.

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Position Details Section

External Advertising Section

To open up the table, just

click and drag the corner

of the posting information

table, and use arrows to

complete all info.

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Users and Approvals Section

Notes Field if you would like to utilize this feature.

Questions? Please don’t hesitate to connect with our team at 407-646-2195, 407-646-2382, or email us at ose@rollins.edu.

To learn more about the applicant review and selection process, please proceed to the next pages.

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Reviewing Applicants:

1. Log into the Hiring Manager Portal (R-Net, Faculty & Staff) using your Rollins email and

password. Note: If you are unable to log in, please contact CCLP (407-646-2382, 2195, or

ose@rollins.edu).

2. From the bubble view, you will have the ability to review your shortlisted applications, by

clicking on applications bubble, see image below:

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3. Clicking on the applications bubble would allow you to view the shortlisted applications, where

you will be able to review individual applicants and their respective materials (application form,

resume, cover letter) and select an outcome for the individual applicant.

I. Click the View shortlisted applicants link next to the relevant job (in the event you have

more than one position posted online). You will see a grid displaying all applicants that

are awaiting your review. To review individual applicants, select your applicant of

choice and click view to display application forms and supporting documents, &

communication and status history. See images below:

II. Be sure to review the applicants’ documents: resume, cover letter (when applicable)

application form, and any other documents you may have requested as part of the application process, like answers to additional questions regarding schedule or skill requirements. To complete these reviews, you may click on the specific documents of interest, under the applications section of the applicant card, or scroll down to the history section and read the documents, or click the PDF link next to the item you are reviewing. See images below:

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4. After you are satisfied with the application review you have the option to select the appropriate

outcome, from the drop down list:

- Hired— To be selected once offer has been accepted by student.

- Not Selected – OSE Follow up—CCLP will send final email once the position is filled.

- Not Selected—Department Follow-up—Department has already informed the student

regarding their hiring selection. CCLP will not email student once position is filled.

- Follow the steps above to review all applicants. The outcomes you have selected will not

be saved until you click on the Submit button. See images below:

Questions? Please don’t hesitate to connect with our team at 407-646-2195, 407-646-2382, or email us at ose@rollins.edu.

To learn more about the applicant hiring process, please proceed to the next pages.

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Hiring Student Employees:

1. Contact the student that you wish to hire to receive verbal, or written confirmation that they

accept the position.

I. For Work Study and Frueauff Positions, confirm student eligibility by contacting CCLP.

2. Login to the Hiring Manager Portal and mark the student as hired, by selecting the “Hired” from

the outcome options. See above review section if you have any questions. Complete either a

Foxlink student employee request or send an email to the recruiter, or ose@rollins.edu

regarding your hiring decision.

I. Login to Foxlink and submit a Student Employee Request, per video instructions:

https://www.youtube.com/watch?v=itjrqVChb_E

i. Connect with CCLP if you experience any issues with the Foxlink request.

ii. Once the student employee request has been approved by CCLP, you and your

student will receive a “next steps” email.

II. Email dmetko@rollins.edu, or ose@rollins.edu, or posting recruiter regarding your

hiring decision.

3. Final Authorization to Work. You and your student hire will receive an email from

ose@rollins.edu when the student has been approved to start working.

I. Note: Student workers may start their employment only after they receive the

authorization email from ose@rollins.edu. This email will clearly indicate that the

student has completed all necessary paperwork and is cleared to start working in your

department.

Last Step:

Close out the other applicants (select appropriate application outcome as illustrated in the review steps

above) so that once the posting is officially filled, these applicants will receive the email letting them

know that they weren’t chosen.

Once you ensure that no applications are left, email ose@rollins.edu , or contact CCLP so that

our office can finish closing out your posting. Automatic emails will only be sent once CCLP

moves the position to a “filled” status.

Questions? Please don’t hesitate to connect with our team at 407-646-2195, 407-646-2382, or email us at ose@rollins.edu.