The Student Employment Office maintains an online system called JobLink to connect you with student employees on campus. Through JobLink, you will find the following information:
- How to post a job
- How to confirm if a student has an I-9 on file
- How to complete the WTPA
- Students’ Federal Work Study Awards
- Payroll schedules, by academic year
- Student Employment Handbook
- JobLink Employer User Manual
The JobLink Employer User Manual can be found in the Resource Library once you’ve logged into JobLink through HRMS.
- Log in to HRMS.
- Click JobLink.
- Register for access.
- Students access JobLink through their Blackboard account.
- Select My Jobs, then New Job.
- Populate all fields marked with an asterisk (*) under the Posting Information.
- Enter an expiration date to remove the job posting from student searches at a particular date. The job should be posted for at least one week before removal.
- Select Show My Contact Info to allow students to contact you regarding the open position.
- Click Save. The job request will be sent for approval.
- You can review all the jobs that have been created for your department by clicking Job List under My Jobs. To confirm if a position is still open, look at the expiration date listed. If the expiration date has passed, the job is no longer available for students to search for or apply to.
- Select My Jobs.
- Click the job you wish to remove.
- Click the Posting Information tab.
- In the Expiration Date box, populate the day that you would like to have the job removed.
- Click Save.
- The job will automatically be removed or expire on the date indicated. You will receive an email reminder when the job is close to expiring, allowing you to extend the date if necessary.
- If you would like to remove the job immediately, update the expiration date field to yesterday’s date. Click Save.
- Jobs are never deleted from JobLink. The expiration date only makes the position not searchable and students can no longer apply.
- Select My Jobs.
- Click the job you wish to repost.
- Click the Posting Information tab.
- In the Post Date box, populate a day that you would like to have the job available for students to view.
- Click Save. The job will automatically be resent to Student Employment for approval.
- Click Student Search.
- Populate the information that you’d like to see in a student worker for this position, or look for an individual student by their name.
- Click the student’s name on the Student Search Results page.
- Select My Jobs.
- Click the R in the Activity column to access the student. (The R stands for a referral or job application that a student has submitted to your job.)
- Click View under the Action column. You will be able to review basic student information and any Referral Message that they may have sent.
- Click the student’s name on the Student Profile page. You will see their full referral, which contains their contact information, preferred work schedule, skills, age, I-9 status, and work study eligibility.
- Click the Report a Hire under the I want to section.
- Search for the student by first and last name.
- Click Select Student.
- Choose the job you wish to hire the student into from the My Jobs listing.
- Under the Placement Information page, complete all required fields.
- Review your information and click Finish. The request is automatically sent for approval.
- The hiring request is then automatically sent to the Student Employment Office for review and approval.
- Once you have submitted the placement for your student, the student must go into their JobLink account and complete the Wage Theft Prevention Act (WTPA) process before their hire will be approved by the Student Employment Office. Refer to the Resource Library in JobLink to find details on the WTPA process and what part of the process you as an employer are responsible to complete with your student.
- The account number (FAO) for the job must have two capitalized alpha prefixes and six numeric digits (e.g., AB123456). You do not need to enter a spend category as these are assigned by Payroll.
- Once a placement is saved, you cannot edit the information. If you need to make an update, please contact the Student Employment Office.
- If information is incorrect or incomplete, you will be notified. This can delay the processing of you student hire.
The Wage Theft Prevention Act (WTPA) process must be completed in accordance with New York State Labor Law Section 195(1) for all employees at the University of Rochester. This process includes the notice and acknowledgement of the employee’s wage rate and designated payday, hourly rate, plus overtime, and the confirmation by the employee of his or her primary language to the employer. The employer is required to notify the employee of their wage rate, overtime rate, and designated pay day in their primary language, if their primary language is one of the following: Chinese, Haitian Creole, Korean, Polish, Russian, or Spanish.
- If English is the student’s primary language, the Student Employment Office will approve the placement. You will receive a confirmation email that the placement is approved and then your student may begin working.
- If English is not the student’s primary language, the Student Employment Office will send an email to you. You will need to give the student WTPA information in their primary language. Print out the appropriate document from the Resource Library or using the links below. Meet with your student to have them complete the paper form. You must then send the form to the Student Employment Office, who will approve the placement.
- In addition to the WTPA process, the student must also have a valid I-9 on file and acknowledge the Meal Period Procedures.
At the bottom of each referral page is a mass email button. This will allow you to email any or all students that applied to the position.
Click Mass Email.
The list of applicants will appear.
If you are using the mass email to notify students of an interview or that the position has been filled, choose the students you wish to exclude by checking the box on the left.
The system will notify you the amount of recipients.
A blank text box will appear. Type your message and send!
A pending status in JobLink can mean several things:
- A student has not completed their I-9. You can verify this on a student’s profile in JobLink.
- A student has not completed their WTPA or Missed Meal Acknowledgement. You can verify these in the placements of each position.
- A student has not submitted a resume. All level II positions and above require a resume (the Student Employment staff verify each resume).
Once a position is complete (e.g., student graduates, assignment ends, student resigns) all employers need to terminate their students to remove them from HRMS.
Termination forms can be found in the Resource Library under the Changes to Placement Records Forms. Please be sure to include the Job ID and the URID of the student on the form.
Students can be rehired into previously held positions without creating a new placement. Rehire forms can be found in the Resource Library under the Changes to Placement Records Forms. Please be sure to include the Job ID and the URID of the student on the form.