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PROCEDURES FOR
HIRING & PAYING SMITH COLLEGE STUDENTS
How to Register on JobX, If You Aren't Already Registered
1) Open a separate Internet browser, and type in the following address:
https://smith.studentemployment.ngwebsolutions.com
2) Under the "Welcome" headline (left-hand column on the homepage), find the sub-heading "Employers" and click the link in the second paragraph labeled "Information for Employers."
3) When the linked page opens, click on the link named "Register for This Site."
4) Fill out ALL of the information requested in the form.
5) You will receive an email confirming your status to access the JobX system using the password you selected.
6) You can now post your available job(s) within the JobX system.
At this point you are strongly encouraged to read the Student Employment Guide for Employers found as a link on the JobX website to give you
details on the College's policies and procedures regarding student employment. You will also find links to an in-depth JobX userguide as well
as links to payroll, etc.
How to Post Job(s) Using JobX
1) Open your Internet browser, and type in the JobX main address: https://smith.studentemployment.ngwebsolutions.com
2) Under the "Welcome" headline (left-hand column on the homepage), find the sub-heading "Employers" and click the link in the second paragraph labeled "Information for Employers."
3) When the linked page opens, click on the link named "Log In - Post & Manage Jobs."
4) Type in your email address as your username, and your confirmed password.
5) You will see all the student jobs currently posted for your department under three headings, with the status of those jobs indicated.
6) To post any new job(s) to the system, please click the link at the top of the page named "Add a New Job For Your Department."
7) Under the heading "Please Choose a Job Type," choose either "On-Campus" or "On-Campus SUMMER" and your job posting page will open up. The typical choice will be "On-Campus."
8) In filling out the form, please note the following IMPORTANT items:
* In listing the job title, make sure to place your last name after the title itself (e.g., "Teaching Assistant/So-And-So"), so that your job(s) can be distinguished from those posted by other faculty.
* You will need the "SP Number" for the job you are listing. All SP numbers were sent to faculty this summer. If you don't have these numbers, please contact Rick Myers in the Budget Office. If you need an SP number for an external grant, contact the Darren Birchall in the Controller's Office.
* No student can work more than one full-time, on-campus job (maximum 12 hours per week), and their hours are very closely monitored by the new system. First-year students, aside from STRIDES, are not permitted to hold jobs outside of residence and dining services or America Reads/Counts tutoring.
9) After filling out the entire form, the next page will ask you what you want to do with the job you've just created. If you want to post it live to the web, choose to list "Right Now." If (for whatever reason) you want to keep it on file unadvertised, choose to "List Sometime Later." Your job will go into Storage. You can only officially hire students on JobX when your job is in either "List" or "Review" mode. If you have students in mind for the job and do not need to advertise, but want to hire, move your job immediately into "Review".
How to Hire Students Using JobX
1) Open your Internet browser, and type in the JobX main address: https://smith.studentemployment.ngwebsolutions.com
2) Under the "Welcome" headline (left-hand column on the homepage), find the sub-heading "Employers" and click the link in the second paragraph labeled "Information for Employers."
3) When the linked page opens, click on the link named "Log In - Post & Manage Jobs."
4) Type in your email address as your username, and your confirmed password.
5) You are now at what the system calls your "Control Panel" page. Here you will have the options to edit your job, manage it (list or de-list), view applicants and officially hire the student you choose.
6) To hire a student, click "Hire A Student" in the far right-hand column. Enter the student's name and then go on to the next page to the hiring start and end dates. On the next page, be sure to accurately enter the student's ID number so please collect it from your potential employee ahead of time.
7) It's also advised that you keep your SP # somewhere accessible for reference.
8) JobX will tell you if the student has done all her paperwork for Payroll (I-9, M-4, & W-4 forms), if she's Work-Study eligible or if she's already got another job. If she passes the Work-Study requirement, you can proceed to hire her. The Student Employment Office will approve the hire and you will be notified via email.
9) If the student is not on Work-Study, you will have the option now to fill out an auto-email to request the student you wish to hire. Please
detail why you would like to hire a non-Work-Study student (for instance, did none of the Work-Study applicants meet your qualifications, etc) and
provide the student's ID #, your SP #, and so on. If approved, Student Employment will perform an over-ride to hire the student but you should make
sure you should take your job down off List mode and put it in Review so it is no longer on the web. In the fall Work-Study students have priority for
jobs for one month in the fall and two weeks in the spring.
10) Once you hire a student please allow 24 hours for Payroll to retrieve the information and build the student's position on BannerWeb. Please note that the Payroll Department (which is completely separate) oversees BannerWeb.
11) If your student assistant ceases working for you before you originally planned, you must log onto JobX and 'un-hire' her by changing her "End Date." Here's what to do:
* On the Control Panel, you will see a link on the left to your Hiring Archive. Click on this link, and do a search to obtain your student's employment record.
* Click on Edit, and change her End Date to reflect the date she ceased working for you. If you do not do this, the student will be unable to obtain another job on campus, since she will still appear to be working for you.
* In the event you need to replace the student hire, it is simple to retrieve your job description on your Control Panel and re-advertise or hire a new student. Make sure your job description's "Number of Available Openings" is greater than zero or JobX will not allow you to post the job.
* To once again post your job live to the web, click Manage Job and indicate you want the job to go live immediately.
* To hire a new student, you'll click Hire A Student and start the process again.
How to Pay Your Student Assistants
1) All payments to student workers will be handled through BannerWeb's Web Time Entry System which is handled by the Payroll Office (payroll@smith.edu). BannerWeb can be accessed by going to the Smith College homepage (www.smith.edu) and clicking on the Banner Web link in the far lower right-hand corner of the page.
2) When you reach this page, please enter your 99# as your User ID and then enter your BannerWeb password. If you don't know your BannerWeb password, contact ITS User Support at ext. 4487.
3) Click on the link named "Employee Services," and then click on the first link at the top of the page named "Time Sheet."
4) When the next page comes up, you should see several "Selection Criteria," including one that says "Approve or Acknowledge Time." Select this option, and you will then see a drop-down menu of "Pay Periods" to approve.
5) Make SURE to highlight the correct "Pay Period" you will be approving, and then click the "Select" button at the bottom of the page.
6) Once you have reviewed and approved hours for the correct pay period for all Student Assistants that report to you, check the "Approve" box and then click on the "Save" button.
7) Once again, please remember that NO student can work more than one full-time, on-campus job (maximum 12 hours per week), and their hours are very closely monitored by the new system.
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JobX Home
JobX User Guide for Employers PDF
JobX FAQ for Employers
Payroll Information
Student Employment Guide for Employers
Banner Web Time Entry
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