Student Employment Student Jobs at Purdue

Employer Resources

Hiring in SuccessFactors

What is SuccessFactors?

All Purdue student hiring is done through the SuccessFactors platform. Simply put, SAP SuccessFactors is an integrated, cloud-based core human capital management solution. What this means is that the system’s integration allows information collected in one area to populate information in another area, creating a unified location for employee data through an employee’s life cycle, from new hire to retiree. Transition to SuccessFactors simplifies and streamlines major components of employee management including recruitment, onboarding, and timekeeping.

Supervisor Resources

A variety of tools are available to assist hiring managers in completing employment actions within SuccessFactors. The Student Recruitment and Onboarding Overview section below provides business process outlines, quick reference guides, and user tips relevant to hourly student employment. Visit the SuccessFactors Undergrad Student Quick Hire Process for information on completing a quick hire.

Additional outlines, user guides, and instructional videos can be found in the SuccessFactors Training

Student Recruitment and Onboarding Overview

Guide

Business Process Outline

Identify Vacancy; Select Vacancy from Org Chart

Note: All approvals deemed necessary by the department/area must be gathered prior to initiating this process.

Create Requisition; Edit Position; Post Position; Advertise Posting

 

User Guides:

Best Practices & Tips:

Identify Position

  • In Position Org Chart, use search field to find the open position. Search by position or person and input the position name, position number, or name of incumbent in the same position. Allow the picklist to populate as you type and do not hit "Enter"

Manage Job Requisition

  • If necessary, edit the Number of Openings to hire multiple candidates under the same requisition

Review Job Profile

  • Review and edit the Job Profile with each requisition. This is the job posting content displayed for the candidate
  • Add/Edit/Remove Job Profile sections as needed
  • Utilize Student Job Description Template for Job Profile content
    • List Job Summary
    • List Required Certifications
    • List Job Responsibilities
    • Add Application Procedures
      • Include job responsibilities and transferable skills associated with the job

Update & Edit Job Requisition Fields

  • External Job Title - This is what the candidates see. Mark same as internal (or modify as needed). See Position Management Structure for naming information.
  • FTE - all student positions are .01 FTE
  • Travel Required - should be selected if an RM01 is needed.
  • Background Package - consult with Talent Acquisition if a Background Check is requested
  • Department Recruiter - add a delegate as needed to help manage the posting and process candidates; You can only assign one Department Recruiter per requisition
  • Category - select WL Student

Review & Post a Job Requisition

  • Unless appointed Student requisitions do not go through Recruiter Review or Budget Approver and are immediately available to the Initiator/Department Recruiter to complete the Job Posting
  • Utilize private postings for times when desired candidates have already been identified
  • When a sufficient candidate pool has been obtained, Remove Posting to unlist the job opening 
Apply to Job Posting

User Guides:

Best Practices & Tips:

  • Candidate must apply through the correct internal vs external applicant pathway based on their employment status
  • Internal candidates currently work at Purdue and are active in the payroll system
  • External candidates do not work at Purdue or are inactive in the payroll system
  • Direct candidates to the Student Employment Job Postings link to help them choose the correct applicant pathway, located under Student Hiring.
Review Application & Candidates; Add Candidate(s) to Shortlist

User Guide:

Best Practices & Tips:

  • Candidates can upload documents for each application, but they are not required for student positions
  • Process unsuccessful candidates using the Not Selected then Reject status as needed. Note that when selecting Reject - Email, an email will immediately be sent to the applicant. It is recommended to wait until successful candidates are completely hired until rejecting finalists.
Interview Candidates; Identify Successful Candidate

User Guides:

Enter Offer Details; Extend Offer

User Guides:

Best Practices & Tips:

  • Move candidates into Offer bucket to activate offer letter actions
  • The Offer Approval step is required. Data entered in this section is necessary to process pending hire
  • In Offer Approval, the Hourly Rate field must be populated for pay rate to display pre-populated in offer letter
Accept Offer

User Guides:

Ready to Hire

Best Practices & Tips:

  • If background check is not required, candidate can be moved to Ready to Hire status 
  • If a background check is required, move candidate to Background Check status on the Talent Pipeline. Talent Acquisition will be alerted and will initiate the background check. Once complete, the initiator will be notified of results and can then move the candidate to Ready to Hire status.
  • System automation will push candidate to the Action Automation Dashboard  for processing by the Business Support role
Close Out Requisition

User Guide:

Best Practices & Tips:

Remove Posting/Close a Job Requisition

  • To prevent additional applicant submissions while candidate processing is in progress, Remove Posting to unlist job posting
  • After the position has been filled, navigate to Job Requisition Details and manually fill the position in the Status field and select Close Requisition

Clear and Notify Unsuccessful Candidates

  • Move unsuccessful candidates to the Not Selected bucket 
  • Utilize the Email Candidate(s) feature to notify unsuccessful candidates that they were not selected for the position. The Candidate Rejection Email template provides initial message content that managers can edit and customize.
  • E-mail notifications are immediately sent to recipients
Useful System Features

Forward Candidates

  • Candidates who may be a good fit for other positions can be forwarded to other managers and/or requisitions
Student Onboarding

Business Process Outline

  • Process Post-Hire Data
  • Verification (PHDV)

Best Practices and Tips:

  • The Post Hire Data Verification will be completed by the Business Support role

 

Student Promotions and Terminations

Promote to a New Position

Best Practices and Tips:

  • Student employees who have been promoted or need to be moved to a different position should be processed though recruitment. Hiring managers can utilize an internal private posting and share the link with the employee.

Terminate from Position

Best Practices and Tips:

  • The Business Support staff will initiate the request to terminate employees in SuccessFactors. Hiring managers must utilize their current methods to communicate separation requests to their respective Business Support staff

 

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