When you're ready to move forward with a hire you must change the student finalist(s) status(es) to "Create Offer." The student(s) must have applied through the Student Jobs Platform to complete this step.
Instructions to Create a Job Offer
- Review the Student Jobs Platform training materials under the "Offers" drop-down menu.
- Follow the instructions on the Student Jobs Platform to create the job offer.
- Follow the ASU - specific instructions below when completing the job offer.
ASU-Specific Instructions
The following fields on the student job requisition have ASU-specific requirements. Please review each for guidance on what needs to be inputted to create a job post for a Student Hourly Employee. Be sure to complete all required sections including all sections referenced below, and pay special attention to ASU-specific details as outlined in this KB.
Division/Department/SubDepartment:
- This should match the information/UDDS you provided when creating the job requisition
- Consult with ASU if you are unsure what to select from the drop down menus.
Working Job Title
- Enter "Supervisor Last Name - Division Acronym - Job Title" as the working title - you may need to abbreviate
- Example: Smith-OHR-Front Desk Asst
Funding String
- ASU requires to receive the funding information before the hire is processed into HRS.
- Consult with ASU if you are unsure.
Start Date:
- Please note that ASU requests 10 business days to process a hire before they start. Processing time is dependent on timely response by the student to CBC initiation (if applicable) and online offer.
- Please enter the anticipated start date you have in mind. ASU may adjust the start date after review and will communicate any adjustments with you.
- If the student requires a Criminal Background Check, this may add to processing time. If the position requires a CBC and you have not yet requested one, refer to the Request a Criminal Background Check KB to submit a request.
- UW-Madison requires employees to complete I-9 requirements in their first three days of employment. If your student is unable to complete I-9 requirements in the given timeline they will not be eligible to work with UW-Madison until the I-9 requirements are completed.
End date:
- ASU's best practice is to assign an Expected Job End Date (EJED) for Student Hourly positions at the time of hire. If there is not a scheduled date for the position to end, you will be asked to provide the approximate month/year the student is expected to graduate or the work is expected to end.
Hours
- Up to 25 hours per week during the academic school year
- May work up to 40 hours per week during breaks and summer but not to exceed an average above 30 hours per week or 130 hours per month
- All institutions under Universities of Wisconsin are considered one employer for purposes of calculating hours worked per week
- Students are non-exempt from FLSA regulations, meaning that they are subject to overtime compensation
- Some international students, depending on their visa status, may be prohibited from working more than 20 hours per week during the Fall and Spring semesters while school is in session
My student will be working:
- Select the applicable option from the drop down menu
You must let ASU know if the student will not be working in the Madison area for the first week of employment so that we can ensure to arrange a proxy to meet I-9 compliance requirements.
Salary/Wage/Lump Sum
- ASU will review to ensure this field is aligned with salary information on the job posting
Offer Letter Merge Fields
- The hiring manager can feel free to provide any additional information in the offer letter merge fields; however, ASU will generate and attach the appointment letter to the offer card before sending to the student.
Onboarding
- Onboarding form: Select New Hire Form
- Onboarding workflow: Select New Student Employee
- Onboarding portal: Select no onboarding
- Reports To Field: Type in the supervisor's name (who will this position be reporting to day to day?)
Approval Process (Required)
Follow the approval process assigned to your division.
ATP, AIP, OHR, and VCFA:
- Select “SH: Single Divisional Approval (Div Rep 1st)” for the Approval Process
- Divisional Approval Field: Type the name of the Director of your Program/functional area and click the magnifying glass to search.
- Student Employment Hiring Rep Field: Type asu.hr@ohr.wisc.edu and click the magnifying glass to search. Asu.hr@ohr.wsc.edu should always be listed in the Student Employment Hiring Rep Field.
- Student Employment Admin Team: The student.employment@finaid.wisc.edu email address will automatically populate as the final approval. DO NOT REMOVE. The Student Employment Admin Team will always need to be the final approval.
Division of Diversity, Equity and Educational Achievement (DDEEA)
- Select "SH: Double Divisional Approval (Div Rep 1st)" for the approval process
- 1st Divisional Approver: Type the name of the Director of your Program/functional area and click the magnifying glass to search.
- 2nd Divisional Approver: Type the name of your divisional budget contact, Kat Muschlewski.
- Student Employment Hiring Rep Field: Type asu.hr@ohr.wisc.edu and click the magnifying glass to search. asu.hr@ohr.wsc.edu should always be listed in the Student Employment Hiring Rep Field field.
- Student Employment Admin Team Field: The student.employment@finaid.wisc.edu email address will automatically populate as the final approval. DO NOT REMOVE. The Student Employment Admin Team will always need to be the final approval.
Submit (Required)
Select "Submit" or "Submit & Exit" to start the approval process
Once approved, the student will receive a notification to review and accept their official offer online and electronically complete the New Hire form which collects personal information needed to push the hire through to HRS. As a reminder, processing time is dependent on timely response by the student to CBC initiation (if applicable) and online offer. ASU will send you an email notification and will update the applicant's status to "HR Processing Complete" once the student has been cleared to start work.
