THE OFFICE OF
ACADEMIC AFFAIRS
HR SERVICE CENTER
Student Hire Process
October 21, 2015
Scenario #1 – Hiring OSU Students on General Student
Funds (60131)
Supervisor would like to hire OSU student, Brutus Buckeye, to work as a
Student Assistant in the Eighteenth Avenue Library.
Things to Know Before Making An Offer:
1. Must be an enrolled OSU student
2. Must be appointed in an OSU Student Position (job code 7968)
3. Rate of Pay
• Cannot exceed $13/hour and should be no less than minimum wage ($8.10)
3. Standard Hours
• Domestic students allowed to work 28/hours per week
• International and FWS students allowed to work 20/hours per week
• During off academic term and official school breaks, hours can be increased to
38. This includes international students who attend class in the summer
Hiring the Student
Information to Tell the Student in order to make the Hiring
Process go Smoothly:
•
•
•
•
•
•
Offer Letter, if applicable
 Please discuss possible start dates
Inform student of their rate of pay
Ask if they have any other positions on campus
Watch for email from Service Center regarding next steps (within 1-2 business
days)
 Prepare documents for I-9 Completion. Possible documentation to bring
can be found: http://hr.osu.edu/public/documents/forms/emp/i-9.pdf
May not begin working until all necessary hiring paperwork is completed
Service Center will send email to Student (copy supervisor/HRP) when hiring
process is complete and work may begin
HRA Submission
Go to: https://hraction.osu.edu/hraction/home.jsf
Click: Create a New HR Action Request
HRA – Hire Details
Name will automatically populate with
Employee ID (can be found with Lookup link or
student’s BuckID, if unknown)
Please discuss start date with student.
Require at least 3-5 days notice in order for all
documentation to be completed on time.
Position details will automatically
populate with position number. This
information can be overridden, if
needed
HRA – Additional/Chartfield Information
HRA – Documentation
Other student appointments
• Signed offer letter (recommended)
• Minor documentation (if needed)
Scenario #2 – Hiring OSU Students on Federal Work
Study Funds (60155)
Supervisor would like to hire OSU student, Scarlet Gray, to work as a FWS
Student Assistant in the Thompson Library
Things to Know Before Making An Offer:
1. Must be an enrolled OSU student
2. Rate of Pay
• Must be within allowable pay range of position
3. Standard Hours
• Maximum of 20 hours for FWS position
• Can hold another concurrent position within the University as long as
standard hours remain within student employment policy
Hiring the Student
Information to Tell the Student in order to make the Hiring
Process go Smoothly:
•
•
•
•
•
•
FWS referral form, signed
 Please discuss possible start dates
Inform student of their rate of pay
Ask if they have any other positions on campus
Watch for email from Service Center regarding next steps (within 1-2 business
days)
 Prepare documents for I-9 Completion. Possible documentation to bring
can be found: http://hr.osu.edu/public/documents/forms/emp/i-9.pdf
May not begin working until all necessary hiring paperwork is completed
Service Center will send email to Student (copy supervisor/HRP) when hiring
process is complete and work may begin
HRA – Hire Details
Name will automatically populate with
Employee ID (can be found with Lookup link or
student’s BuckID, if unknown)
Please discuss start date with student.
Require at least 3-5 days notice in order for all
documentation to be completed on time.
Position details will automatically
populate with position number. This
information can be overridden, if
needed
HRA Review – FWS Student Hires
Pay rate
• FWS range on referral form
Position Number
• Match FWS form
• Verify title
Standard hour considerations
• FWS – 20 hours
Chartfield
• Fund: 014002
• Account: 60155
Documentation
• Signed FWS Referral form by
student /supervisor
HRA – Additional/Chartfield Information
HRA – Documentation
Other student appointments
• Signed FWS referral form by
student/supervisor (required)
• Minor documentation (if needed)
HRA Submissions for FWS Students
When dealing with General to FWS funding, please enter HRA as a ‘hire’
and attach signed FWS referral form.
This helps us:
• Verify student is in correct position
• Verify student is being paid at the correct hourly rate
• Correct approval is received if changes are needed
Example:
In this example, the position
number on the FWS referral form
and the position in Job Data do not
match.
This would be considered a
transfer in addition to the funding
updates
FWS Referral Form
The presence of the form
is confirmation that the
student has a work-study
award
You may choose any rate
within the range displayed
on the referral form that
corresponds with the work
category selected for the
position
HRA Workflow
HRA Submitted
Appropriate information and documentation attached
Unit HR – Level 1 and 2 Approvers
Reviews HRA submission
SC HR Specialist – Final Approvers
Reviews HRA – sends to HR Associate for entry
THE OFFICE OF ACADEMIC AFFAIRS
Service Center New Hire Process for Students
HRA Submitted and Approved
HR Associate sends out welcome email and
DocuSign.
Welcome Email includes information about
DocuSign and Service Center Appointment.
Steps for Employee
Visit Service Center – Fill out final
paperwork and review new hire packet
Complete DocuSign
Final Steps
HR Associate enters hire into system
HR Associate sends final follow up email
to student employee and supervisor
THE OFFICE OF ACADEMIC AFFAIRS
Student Hire Timeline
Hire HR Action request will begin the hire process
Please provide the following notice for student hire
requests:
• 10 business days – background check required.
• 3-5 business days – no background check
required
Complete hire process timeline will vary based on
student response and availability
THE OFFICE OF ACADEMIC AFFAIRS
Service Center Steps
Determine student
employee’s next
steps
• Review OSU work history.
• Hiring documents needed.
Send Welcome
Email
• Includes all steps required prior
to beginning work.
• Sent to employee, supervisor,
and HR Professional.
Send DocuSign
Packet
• Packet contents based on
employee appointment type and
work history.
THE OFFICE OF ACADEMIC AFFAIRS
Welcome Email – New Hire Example
Good morning!
Congratulations on your upcoming student position! I will be working with your department to assist you through the new hire steps leading
up to your first day of work. All steps must be completed before you may begin working in your new student employee role.
Here are your next steps:
DocuSign Electronic Hire Packet: The hire packet from DocuSign, our secure hiring system, will be sent to your email shortly. (If you do
not receive the email please check your spam folder.) Please be aware that as you begin to complete your documents, this system will
time out after 30 minutes. If you currently forward your OSU email to a non-OSU email address,
Set up an appointment to visit the service center: Please visit
https://oaahrservicecenter.acuityscheduling.com/schedule.php?calendarID=135795 to set up an appointment to complete your final
hiring documents, including the I-9, on or before your first day of work.
This visit will take approximately 15 minutes. We are located in Bricker Hall, Room 395 and our street address is 190 N. Oval Mall,
Columbus, OH 43210.
Parking is available in the Union or Tuttle garages. For your convenience here is a link to the campus map:
http://www.osu.edu/map/.
Employment Eligibility Verification (I-9) Form: During your visit to the service center, you will be completing the I-9 form. Please
note that as a part of this form, identification documents will be required to establish your identity and eligibility to work in the United
States. Examples of acceptable documents for the I-9 Form are provided below and the full list is attached.
US passport
Driver’s License and Social Security Card
Driver’s License and Birth Certificate
Foreign Passport, I-20, and I-94 card
- You can print the electronic version of your I-94 card at https://i94.cbp.dhs.gov/I94/request.html
Once you complete these steps, you will receive an email confirming you are ready to work. Please let me know if you have any questions
in the meantime.
Thank you!
THE OFFICE OF ACADEMIC AFFAIRS
Student Employee’s Steps
Complete
DocuSign
Packet
• Student completes electronic
DocuSign Packet.
Schedule
Service Center
Appointment
• Student schedules an
appointment to visit the
Service Center.
Completes
Service Center
Appointment
• Completes all necessary
hiring forms
• Includes bringing required
identification documents.
THE OFFICE OF ACADEMIC AFFAIRS
DocuSign Example:
Designates required fields
Confirm appears when all
required fields are complete
THE OFFICE OF ACADEMIC AFFAIRS
Acuity Scheduling Website for Service Center Appointments:
Calendar provides all
available appointment times
for the HR Associate
assisting with the hire
process beginning next day.
THE OFFICE OF ACADEMIC AFFAIRS
Appointment Confirmation:
THE OFFICE OF ACADEMIC AFFAIRS
New Hire Appointment Details
Student will fill out final paperwork and HR Associate will review
the New Hire Packet with the student.
New Hire Packet:
• How to set up Direct Deposit
• Where to fill out W-4 Form online
• eTimesheet Instructions and Deadlines
• Biweekly Pay Period Schedule
• OPERS Exemption Details
• Maximum number of hours for students
THE OFFICE OF ACADEMIC AFFAIRS
Final Steps
New Hire
Information
Packet
• Review at Service Center
Visit.
• Sent electronically in follow up
email.
Final
Follow Up
Email
• Sent to student, supervisor
and department HR
Professional.
• This confirms student is ready
to begin work.
THE OFFICE OF ACADEMIC AFFAIRS
Final Follow Up Email Example
Hello,
Thank you for completing your DocuSign hire packet and Service Center
visit. Attached is a new hire checklist and new employee information packet;
please review and let me know if you have any questions. You will have
access to Employee Self Service and eTimesheet beginning tomorrow.
This completes your hiring process, and you may now begin working in your
new student employee role.
Thank you!
Alyssa Kitchen
HR Associate
Office of Academic Affairs HR Service Center
395 Bricker Hall, 190 N. Oval Mall, Columbus , OH 43210
614.292.5421 Office
kitchen.103@osu.edu
THE OFFICE OF ACADEMIC AFFAIRS
Follow up Conversations with Student
1. Students should submit timesheets weekly for approval in order to
avoid delay in pay
• For FWS students, if a student misses the timesheet deadline,
FWS allows for students to submit timesheets for one pay period
back. Anything further than that has to be paid on department
funds.
2. Ensure direct deposit is set up
THE OFFICE OF ACADEMIC AFFAIRS
Frequently Asked Questions
1. Can a newly admitted undergraduate start as a student employee prior to
the first day of classes?
• Yes. Newly accepted student at the University can start in a student
employee position no earlier than four weeks prior to the first day of
classes.
2. Can a student hold a FWS and REG position concurrently?
• Yes. FWS office has requested that these be entered using separate
position numbers. Students may work up to 20 standard hours in a
FWS position and up to 8 hours in a REG position
3. Can student employees continue to work past graduation?
• Student employees may work through the last day of final exams of
the first session of the semester following graduation
4. Does a FWS referral form need attached when changing an active student
from general funds (60131) to FWS funds (60155)?
• Yes. The referral form helps us ensure that a student is in the correct
position and receiving the correct rate of pay. A good rule of thumb is
to submit these requests as hire HRAs so that proper approval is
received.
THE OFFICE OF ACADEMIC AFFAIRS
HRA Activity Status/Meanings
Additional Information Requested - service center has contacted supervisor or HRP to
request additional information/clarification to process request
Background Check Pending - Background check has been ordered
Background Check Complete - Background check completed and request is assigned back
to the service center for next steps in hire process
Complete - this confirms that the hire process is now complete and employee has no further
actions needed
HR Paperwork Pending - Pending the DocuSign paperwork or SSA form that was emailed to
employee if no visit is necessary
In Process - HRA received at service center but no action has yet been taken. If it is assigned to
the OHR Background check team (Gina Thorpe), it is pending authorization to begin the check
Future Action Needed - Ready for system entry, possibly too early to enter or prioritized after
other active requests with deadline implications
Personnel File/I-9 Requested - Pending completion or transfer of the I-9 document. If it is an
internal OSU staff/faculty transfer, it can take up to several weeks to obtain the document, but will not
delay the hire process. For students/fellows/trainees, this means we are waiting for them to visit the
service center and complete the I-9 document.
HRA Reopened - This status means that there is a detail in the HR database that is being
changed/corrected, but no further HRP, supervisor or hire actions are required
Under Compliance Review - Review/Adjustment needed to entry, but initial entry is complete
THE OFFICE OF ACADEMIC AFFAIRS
HRA Activity Log Comments/Notes
SC Appt/Visit - Service Center visit is required for the completion of the Social Security
Acknowledgement (SSA) form and I-9 document
BGC or Background Check - Background check required for hire process.
Background Check Cleared/Completed - Candidate is cleared for hire
DS or DocuSign - Electronic hiring paperwork packet sent to hires that includes some or all of the
following: Hire data worksheet, policy and ethics acknowledgement, fraud acknowledgment form,
voluntary self-disclosure of disability, Payroll Deduction for Graduate Fees. Packets organized and
sent by hire type.
Follow up email sent - For staff/faculty, the follow up email contains employee ID & name.#
along with service center appointment details (if scheduled or needed), and confirmation that the
background check has cleared and position has been entered into the HR database
Hire Complete - this confirms that the hire process is now complete and employee has no further
actions needed
I-9 - Federally required Employment Eligibility Document, required for all active OSU employees
within 3 business days of start date
THE OFFICE OF ACADEMIC AFFAIRS
HRA Activity Log Comments/Notes
NCNS/No Call, No Show - Hire was a no call, no show to service center
appointment, and needs to be rescheduled to complete paperwork
OPERS Needed/OPERS Exempt / Non-exempt - OPERS Student Exemption form,
student is eligible to choose to complete this document or opt in to OPERS deductions, only available
with original student hire or with 12+ month break in service. Note may also list if student is
“exempt/not exempt” from OPERS based on original decision, and then new decision is not possible.
Pending I-9 Documentation - Employee visited service center for appointment, but must return
with I-9 Identification documents to complete hire process. Students may not begin working until
identification documents are returned. Staff must return them within 3 business days of hire.
SSA form - Social Security Acknowledgement form, required for all new employees and rehires
with any break in service
Welcome email sent - This begins the hiring process by detailing the steps required (DocuSign,
Background Check, Service Center appointment, etc.)
THE OFFICE OF ACADEMIC AFFAIRS
OAA HR Service Center Contacts:
HR Specialists – Contact for assistance with HR Action requests
and approval, transaction planning, commitment accounting and
direct retro distributions, policy interpretation, HR reporting
Ben Moore (Moore.1365@osu.edu, Ext. 2-3018)
Units: Graduate School, Enrollment Services and Undergraduate Education,
Office of Human Resources, Office of International Affairs, and Office of
Research
Chrissy Sprouse (Sprouse.28@osu.edu, Ext. 7-6018)
Units: John Glenn College of Public Affairs, University Libraries, Office of the
CIO, OSU On-Line, OAA Administration, Office of Diversity and Inclusion,
Office of Outreach and Engagement, and Wexner Center for the Arts
THE OFFICE OF ACADEMIC AFFAIRS
HR Associates– Contact for assistance with HR Action entry, new
hires during background check and employee hire process,
timekeeping and leave, payroll questions, PeopleSoft entries
Stephanie Gluck (Gluck.13@osu.edu, Ext. 7-8009)
Units: Enrollment Services and Undergraduate Education, John Glenn College
of Public Affairs, and Office of Research.
Alyssa Kitchen (Kitchen.103@osu.edu, Ext. 2-5421)
Units: University Libraries, Office of International Affairs, Office of the CIO, and
OSU On-Line
Diane Pocius (Pocius.4@osu.edu, Ext. 2-3831)
Units: Graduate School, OAA Administration, Office of Human Resources,
Wexner Center for the Arts, Office of Diversity and Inclusion, and Office of
Outreach and Engagement.
HR Service Center Manager
Allyse Degenhardt (Degenhardt.6@osu.edu, Ext. 7-4268)
THE OFFICE OF ACADEMIC AFFAIRS
Questions?