FRESHMAN JOB MATCH

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Feb 16, 2014 (3 years and 1 month ago)

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Office of Student Financial Aid Services

Student Employment




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FRESHMAN JOB MATCH


About the Procedure

The Freshman Job Match Program was developed to refer
first
-
year students with Federal Work
-
Stud
y
awards to positions on the Storrs campus

prior their move in date in August
, thus easing their transition to
campus life. This procedure outlines the process Student Employment uses to assign students to selected
employers, all of which are on
-
campus departments.

Student participation is voluntary and those not
interested in pa
rticipating are directed to
https://
studentjobs.uconn.edu

to conduct a job search

of their own
.
Employers participating in the program may
also
opt to use the website to post job advertisements and
collect appl
ications.



Incoming f
reshmen are directed
via
a letter to go to
https://
studentjobs.uconn.edu

to complete a
n online

form that captures their work interests, contact information, prior work
-
experience, and any
special skills
they possess.


Student Employment reviews the information to

determine an appropriate match, and

then
notifies both the students and employers of the assignment.

Assignments are made “to the maximum
extent practicable” considering students’

majors, prior work experience, and interests in order to “provide
FWS jobs that complement and reinforce each recipient’s educational p
rogram or career goals.”
(
FSA
Handb
ook, Volume 6,
Chapter 2,

pg 6
-
25
.
)


Once assignments have been made, e
mployer
s are directed to contact
students
prior to
their
arrival at
school

to introduce themselves, discuss job duties, and
establish work sched
ules
.

Employers

are also
responsible for

entering
payroll authorization
s

in
WINJA

for these students and
need to insure they

have
completed all pre
-
employment paperwork (
Form
I
-
9 & tax forms) prior to beginning employment.



A student’s participation in the Freshman Job Match program does not guarantee employment.

There may
be situations in which a student’s class and extra curricular activity schedule cannot
accommodate enough
work hours for a particular employer.

Students
may also decide that an assigned job does not meet their
interests or expectations.


Student Employment may not be able to find jobs for students who fail to
complete portions of the online application form or submit the form late.


In these circumstances,

students
will be encouraged to search for jobs on the
https://studentjobs.uconn.edu

site under “Find a Job”.





Step 1. Determine Employer Needs



End of April


A.

Email
potential

employers
to determine
their
interest in participating. A
sk them to identify unique or
specific needs (e.g., word processing, bookkeeping, programming ability, etc.)

Be certain to obtain
the number of student employees they wish to be assigned, keeping in mind the average
W
ork
-
S
tudy

award amount.


B.

Student Employment d
evelop
s

final list of employers, job types, and number of students needed for
each department.


Step 2. Determine
Eligible Students and Deadline D
ates



1
st

-
2
nd

Week of May

A.

The
Student Employment
Administrator
will r
un a
query in PeopleSoft

(UC_FA_WS_JOBMATCH)
of incoming
Storrs
-
campus
freshmen

with
W
ork
-
S
tudy award
greater than $500.
This should be saved as an Excel file.

This will become the list of students
who may be eligible to participate in the Job Match
Program.

B.

Establish a deadline date for the student submission of the online Freshman Job Match
online
forms (
ideally
July

1st
).


Step 3. Update
Email
, Online Forms, & Database



2nd
-
3
rd

Week of May

A.

The designated Student Employment Administrator updates
the Job Match position descriptions as
needed based on employer needs.

B.

The
Job Match
email

can be located in

T
:
\
FAS
\
\
DRAFT PPM
\
z_FAStrack
\
queue
\
Final


a.

Review

pertinent dates
, job types available, and general descriptions of these positions
and adjust if
necessary


C.

Send updated
email,
student listing
, and position descriptions

to
the
designated Systems
Administrator

for test run of mail merge.

Double
-
check

that

Storrs Freshmen only with awards over
$500 are included.

E
dit

list and letter further

as neede
d.

D.

Have designated Webmaster update the

online Job Match form

to include
needed
job types
finalized in Step 1
.

The Webmaster will also need to modify

the database used to store the
collected information.


Step 4.
Send Emails

and Post Online Form


4th
Week of May

A.

Designated Systems Administrator

runs

mail merge of eligible students with the updated
email

using

finalized

list
(
see Steps

2 and 3)
.

B.

Post Job Match A
pplication form on
line

http://web1.uits.uconn.edu/jobs/jobmatch/jobmatch_form.html

C.

Designated Webmaster creates

link to online form in the “Important Information” section on the
homepage of
https://.studentjobs.uconn.edu
.


Indicate that form is to be used ONLY by incoming
Storrs Freshmen with Work
-
Study.

D.

Designated Webmaster r
un
s

test applications to insure data is being successfully stored in
PHP
online databa
se (verify online database location, as this seems to change frequently with
upgrades)

E.

Designated Systems Administrator sends emails to selected students.

F.

Insure form is working by monitoring applications intermittently (see how to access information in
St
ep 5)


Step 5. Retrieving Data from PHP Database



1st

Week of July

A.

Once the deadline for submitting Freshman Match application has been met,

the designated
systems administrator will
remove the form from

the site
, and send the data in spreadsheet form to

the designated Student Employment administrator.




Step 6. Import Data into Access
Database


1st

week of July

A.

Create
new Access database

a.

Open Access and Select New

B.

O
n the top men
u bar, select
“EXTERNAL DATA


tab
and
select

Excel


under the “Import”
features



C.

Select the
Excel

file you saved in Step Five to
“I
mport

the source data into a new table”

and click
“OK”

D.

Various pop
-
up windows may sprout, keep selecting “Next” and finally “Finish” to complete the
import process.

a.

People
Soft ID should be imported as text

b.

The first row should contain column headings
(see below)


b. A
llow Access to create a primary key

c. Click “Finish”




E.

In the
t
able that was created (named automatically after the
Excel
file used to populate it), verify

that all fields and data have transferred. (Double
-
check with PHP file)

F.

If it exists, review t
he Table labeled,
“IMPORT ERRORS
.”

Fix data as needed, and then delete the
error table.

(usually these kinds of errors may be ignored)

G.

Add the following fields to the table,
“FRESHMAN JOB MATCH 20XX”
within the Design View (to
be populated later in the process):


a.

“PLACEMENT




Make this a Look
-
Up type of field

by selecting Data Type “Look Up”,
“LookUp

Wizard” and “I will type in the values I want” so that this field may be
pre
-
populated with the names of the participating employers’ departments (see example in
screen s
hot following, e.g.,
“CHILD LABS

)

b.

“SPECIFIC

PLACEMENT




A Text type field for speci
fic information about
job title or
location
(e.g.,

Administrative Trainee

)
Again, you will make this a Look
-
Up type of field
by selecting Data Type “Look Up”, “LookUp Wizard,” and “I will type…”

c.

“SOCIAL SECURITY NUMBER




Text type with Input Mask of “000
\
-
00
\
-
0000”

d.

“WORK
-
STUDY AWARD AMOUNT




Number type in Currency format




Step 7. Create Forms, Queries and Reports



3
rd

week of July

A.

Create a Form

(select “Blank Form” from the “Create” tab and drag fields to the form),

using the
Table created in Step 6 as a data source. Include the following fields:
(See example following)

1.

First/Middle/Last Names

2.

Major

3.

Choices 1/2/3

4.

Job History Places 1/2/3/4

5.

Job
History Duties 1/2/3/4

6.

Additional Info

7.

Student
ID

8.

Social Security Number

9.

WS Award Amount

10.

Placement

11.

Specific Placement


NB:
If you have difficulty
modify
ing

sizes of fields in a form

by simply clicking and dragging the fields, try the
following
:

a)

Open the
form in Design view:


b)

Remove all the fields

c)

Click “Add Existing Fields” from the Tools section of the “Design” tab.

Once this has been done
manually, you may alter the size of the fields.





B.

Create separate Queries using the Table
created in Step 6 as

a data source

for each job
type/choice.

a.

From the “Create
” Tab
, click “Query Wizard” and follow the steps.
(see
following
example
)
Include

the following fields:

1.

Student

ID #

(not the primary key ID)

2.

Last/First Name

3.

City & State of

Permanent

Residence

4.

Majo
r

5.

Choices 1/2/3/4

6.

Job History Dates 1/2/3/4

7.

Job History Place

1/2/3/4

8.

Job Duties 1/2/3/4

9.

Additional Info


C.

Modify the Query design and set
criteria for each available job type choice within the Choice 1 field
(see example following in Design View for
Administrative Trainee)



D.

Create separate Job Preference Report
s using each Query created in “C
” as a data source (see
example following for
Administrative

Trainee
)
.

a.

While your selected query is open, start by selecting Report
Wizard

from the “Create” t
ab.




b.

Select all fields in the chosen Query



c.

Do not choose grouping or sorting features

d.

Choose Columnar layout and Style of choice

d)

Preview the report’s format


It may not require modification.

e)

If needed,
modify the Report’s design in the Design
view,:

a.

Select the field you wish to move or resize. To select all fields, click on

b.

From the “Arrange” tab, click “Remove” in the Contr
ol Layout section

c.

Click and drag the chosen field to the location/ size you prefer



Remember that each student’s in
formation should fit on a single page. (see below).

These reports will
be used by the designated Student Employment staff member to determine the

matches.




E.

Create separate Queries
modifying each query
with criteria for each participating employer

(see
following example in Design view following for Bursar) including all the fields in the main Table
except
the “Choice” fields and
“Read Disclaimer.”


Note that the Datasheet View of the Query will
be blank until Step
9

is completed.




F.

Create
separate Placement Reports using each Query created in “
E
” as a data source. (See
example following in Print View for Bursar. Note that the Report will be blank until Step
9

is
completed.)

a.

While your selected query is open, start by selecting Report Wizard

from the “Create” tab.

b.

Select all fields in the chosen Query

e.

Do not choose grouping or sorting features

f.

Choose Columnar layout and Style of choice

g.

To modify the Report’s design in the Design view,:

d.

Select the field you wish to move or resize. To select a
ll fields, click on

e.

From the “Arrange” tab, click “Remove” in the Control Layout section

f.

Click and drag the chosen field(s) to the location/ size you prefer

Remember that each student’s informat
ion should fit on a single page

(see below).

These reports
will be sent to the employers after the students have been matched.



G.

Create a Query entitled “No Work Study” using the Table as data source with the criteria set a “0”.
(See fields in screen shot below)




H.

Create a Query entitled “Unassigned Students”
using the Table as data source

with the criteria set
as
“Is Null”
. All fields from Table may be included.

(see following sample)




Step 8: Insuring Student Eligibility for Freshman Job Match


A.

Using information in
Financial Aid Status

in PeopleSoft, obtain social security numbers and
total WS awards for each student in the database.

a.

Within the Form of the Access database created in Step 7D, enter the social security
number and
W
ork
-
S
tudy award amount data for each student.

B.

Check studen
t’s campus status in
UC Search Match

to insure they are Storrs students
(program not available to regional campus students).

C.

Email students on the “No Work
-
Study” Query created in Step 7G as well as any list of
students not admitted to the Storrs Campus, l
etting them know that while they are not eligible
for
W
ork
-
Study job placement
via this program, they may find jobs by searching and applying
via https://studentjobs.uconn.edu



Step
9
: Assigning Jobs and Completing Data Entry



4th week of July


1
st

week of August


A.

Print out all the Job Preference reports created in Step
7D
. Use this information in conjunction
with the employer needs (Step 1) to match students to available jobs.

a.

Within the Form of the Access d
atabase

created in Step 7A
, fill in the
e
mployer name

in
the “Placement” field using the drop
-
down box to select the
department

you choose for that
student.


B.

Export

all the Placement reports for each employer (created in Step 7
F
)

to
as PDF and Excel

documents
. (These will now be populated with th
e data you filled in for Step
s

9
A

and
9
B
.)
Double
-
check all data.

a.

When selected report is open, click the External Data tab.

b.

In the Export section, click “Excel” or PDF (see example below)

c.

Browse to select the location you wish to place the saved file (N/
Student Employment/
Freshman Job Match 20xx)

d.

Select the file format




C.

Print
the
PDF versions of the
reports
for secure hand
-
delivery to departments

a.

Note: Because Social Security numbers are included, these may not be sent via email.

D.

Modify the Excel version so that it only contains student names and contact information.

Send
these to department contacts via

email

instructing

supervisors to contact
the
assigned students
and develop work schedules. Ideally, this process should be compl
eted
by the
first

week of
August
.



E.

Contact
(email preferred)
any student with Work
-
Study who could not be matched to a position
(identified in Step 7
H
) to
instruct them
to go to
https://
studentjobs.uconn.edu

to apply for Work
-
Study jobs.