L&S STS and Student Hiring Tools and Process
Tool and Process Change
Beginning with fall hiring, L&S will be moving away from Shared Google Drive and Sheets and will instead begin using a new tool called the L&S STS/Student Hiring application built in campus’ Kuali Build platform. This app will aid in the collection, processing, and approval of Fall semester short term instructional staff (STS) and student assistant (SA) hires. The adoption of this app was driven by the need to continue to standardize processes and procedures, bring more automation into the process, allow for change control, and factor in the new budget approach.
The L&S STS/Student Hires Application
The L&S STS/Student Hires application is our long-term technology solution for cyclical hires over the academic year. Some benefits of moving the hire requests pre-approval process into an application designed to facilitate the pre-approvals workflow are:
- Provides change control
- Establishes automated routing of reviews/approvals to individuals/teams
- Contains checkpoints for all L&S administrative teams (Finance, HR, Research Administration, Teaching, Learning and Academic Planning (TLA)) to finalize information before entry into Workday
- Maintains data integrity
- Provides a single location for all hire requests
Timeline
| Date | Task | Responsible Party |
|---|---|---|
| 6/3 | Communication to units and ART Staff | L&S Leadership |
| 6/11 | Demo/Training/Q&A for submitters (unit staff, HR support) | PSI team, SDI team |
| 6/11 | Demo / Training / Q&A for reviewers/approvers (ART Finance Managers, Cost Center Managers, RA Support, RA Managers, TLA, HR SME) | PSI team, SDI team |
| 6/15 | Fall hiring tools are live | PSI team, SDI team |
| 6/16 |
Phase 1 submissions begin in the application
|
Unit staff/ART HR Support |
| 6/30 | Phase 1 submissions due | Unit staff/ART HR Support |
| Ongoing | Initial review/adjustment of submitted plans |
ART HR Support |
| Ongoing | Approval of plans | ART Finance, HR SME team (if applicable), TLA (if applicable) |
| Ongoing | Entry into Workday | ART HR Support |
| 7/15 |
Phase 2 submissions begin
|
Unit staff/ART HR Support |
| 7/30 |
Phase 2 submissions due |
Unit staff/ART HR Support |
| Ongoing |
Initial review/adjustment of submitted plans |
ART HR Support |
| Ongoing |
Approval of plans |
ART Finance, HR SME team (if applicable), TLA (if applicable) |
| 8/14 |
Entry into Workday complete |
ART HR Support |
| 8/17 |
Faculty contract year begins |
|
| 9/2 |
Fall term begins |
Which hire types are included in this process?
- Short-term Instructional Staff (STS)
- Student Assistant (SA)
- Employees-in-Training (ET)
- Student Hourlies (SH)
A full list of all the job profiles can be found here.
Which hire types are not included in this process?
- Faculty
- Renewable Staff
Roles & responsibilities matrix (List of all impacted roles)
| Roles | Responsibilities |
|---|---|
|
Unit staff, which may include any of the following depending on your unit’s unique circumstances
The submitting person/people will be identified prior to the launch of the tool, and training provided |
|
| ART HR Support | If unit staff are unable to submit STS and SA hire requests, the HR Support will have access to submit requests on behalf of the unit they support |
| Finance Initiators | Review the Kuali STS and SA hires approved requests to confirm approved funding for Workday tasks that come through to them |
| Cost Center Manager (CCM) | Review/approve the use of the funds that units request for their STS and SA Hires |
| RA Support | Review/approve the use of the funds that units request for their STS and SA Hires |
| ART Finance Managers | Monitor the status of the hire request transactions in the Kulai hire request dashboard. Follow up with staff in areas where there appear to be hang ups in the process |
| RA Managers | Monitor the status of the hire request transactions in the Kulai hire request dashboard. Follow up with staff in areas where there appear to be hang ups in the process |
| HR SME team | Receive an email notification that you have STS or SA hire requests to review in Kuali hire request process. Provide your review and approval, perform any needed follow up with ART HR support staff, and add notes in Kuali to help explain any unique scenarios. |
| Teaching, Learning, & Academic Planning (TLA) | Review instructional qualifications, FTE and LSA Professional Development details as related to course details |
Process Map
Visio in progress: link: Will be added before Thursday, June 11th.
Process steps - High-level
- Unit / ART HR Support initiate request in the STS/Student Hiring application
- Finance review/approval
- HR SME review/approval
- TLA review (if needed)
- ART HR Support enter in Workday
Resources for How to Use Kuali - links to resources will be provided by Thursday, June 11th.
- How to access Kuali
- Documents in Kuali (contains information about statuses and views)
- How to duplicate an existing entry
- How to withdraw a submission
- How to enter multiple requests at once
- How to update an existing entry (in process vs. Completed)
- How and when to add names to hire requests
- How to a send a request back to previous approval step
- Guide on notes and comments field
- Guide on the functions that are not visible
- How to create your own view in the Documents list for specific excel export
Submission Naming Convention
Department name - Hire type - FTE - Term - Year - Name of person if known
Financial Review – Reports for Reviewers
- If 101 funding is to be used, Kuali accounts for it and no additional research should be needed.
- If funding other than 101 is used, use existing reporting in Workday to complete the review.
Q & A
Q: What should Botany, iBio, and BioCore do given that the Biology department will launch 7/1?
A: Work through the process as if the departments were already part of Biology.