Completing Student Hire Forms in Interview Exchange

This guide provides step-by-step instructions on how to complete the Student Hire Form in Interview Exchange. Please contact oncampusemployment@clarku.edu with any questions.

Student Employment
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33 steps
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2 minutes

Interviewexchange

Clarku

Accessing Interview Exchange

Navigate to[you.clarku.edu](https://you.clarku.edu/uPortal/f/welcome/normal/render.uP)

Click "Hirezon/Interview Exchange Login"

Alert! If you encounter an error message and are unable to access Interview Exchange, please contact [oncampusemployment@clarku.edu](mailto:oncampusemployment@clarku.edu) for an account.

Select the Forms module.

Select "Student Employment" from the drop down.

Alert! If there is no drop down menu, please contact [oncampusemployment@clarku.edu](mailto:oncampusemployment@clarku.edu) to be added to the Student Employment side.

Starting a New Form

Click "+ Start New Form"

Click the Department drop down menu. Search for the org number you wish to use.

Click "Student Employment Forms" from the Category drop down menu.

Alert! The next step relates to whether your student worker has been onboarded by Clark University before! - If the student **has not worked** on campus before, select "Student Worker - Needs to Onboard." - If the student **has worked** on campus before (in yours or a different department) and does not need to complete onboarding, select "Student Worker - Previously Employed."

Tip! If you are unsure if a student has worked on campus before, please email [oncampusemployment@clarku.edu](mailto:oncampusemployment@clarku.edu) and we will determine who needs to be onboarded before starting work.

Tip! Use the Student External Grant Payroll Authorization hire form if the fund you are using starts in 23, 24, 25, or 2Alpha!

Select the appropriate template for your student/position from the Template drop down menu.

Alert! In the Title/Name field, be sure to name the form "**Student Name - Position**" to ensure we can locate the form and properly notify you when the form has been completed!

Click "Create Form."

Click "Student Worker Form"

Enter the student's first name (chosen is fine), last name, and C#.

Alert! Please be sure to use the C and enter the 8 remaining digits of the student's C#!

Continue completing the form: - You must select no to the job being funded by an external grant.

Continue completing the form: - If you are unsure about the position being in the union, please email [oncampusemployment@clarku.edu](mailto:oncampusemployment@clarku.edu). - All jobs must be posted on Handshake - enter the Handshake ID from the job posting here. If a student is returning to a position they have already held, you **must** write "rehire," otherwise, your hire form will be returned for correction.

Continue completing the form: - The position title will have carried over from the form creation; leave as is.

Continue completing the form: - Tell us whether the position is hourly or salary. - If the job is hourly, enter the hourly rate. - It must be above the MA minimum wage. - If the job is salary, enter the salary per pay period amount.

Continue completing the form: - Enter the hours the student will be working per pay period. If the student is working 10 hours a week, enter 20 here.

Continue completing the form: - Enter the expected start date of the student worker. - The start date may be delayed if the student has not completed onboarding in time.

Continue completing the form: - Enter the end date for the position. - Students can work until Commencement each year. - If you expect the student will work with you for the fall and spring semester, please enter Commencement as the end date.

Continue completing the form: - Enter the total budget for this position. - Enter the fund information for this position. - Org # will be auto-filled from form creation; leave as is.

Continue completing the form: - Enter the timesheet approver's C# (with the C and following 8 digits). - Enter the timesheet approver's name.

Tip! If this is a salary position, the Timesheet Approver Information section will be unfillable.

Continue completing the form: - As the requestor, please help keep us in compliance by acknowledging that you understand the student cannot work until the form has been completed: - Click the check box. - Type your name in the middle box.

Click "Save & Submit"

Click "Continue"

**Alert! On the next page, you MUST click task routing to submit the form!** ***Even if you do not need to edit the task routing, it MUST be opened!***

Click "Task Routing"

**Alert! You MUST click Task Routing to submit the form!** ***Even if you do not need to edit the task routing, it MUST be opened!***

**Optional:** Adding a Budget Approver: - Click the pencil icon

In the User field, begin typing your budget approver's name and select them. Click "Save Routing" to add them to the task routing.

Close out of Task Routing by hitting the "X" button on the pop-out window.

Click this "Send for Next Action" to send the hire form to Student Employment and/or your budget approver.

Tip! To double check the form has been submitted properly, head back to your dashboard!

Click "Dashboard"

The recently submitted form should be in the **Published Forms** section. If it is the **Incomplete Forms** section, it has not been submitted correctly. Enter the form and complete steps 24-28 again.

Your Dashboard Sections

Incomplete Forms are forms that have not been submitted for approval yet. This is similar to your drafts folder; any forms here have not been submitted yet.

Published Forms are forms that have been submitted and awaiting approval.

Completed Forms are forms that have been processed by the Office of Student Employment, which means the student is approved to work.