Graduating Student Workers Who Need to Continue to Work

If you have student workers who will continue to work after they have graduated, or are no longer students at the University for any reason but will continue to work, they will need to be hired as temporary employees following the temporary hiring process. Because this is a transition to a different employee type and technically an opportunity available to non-students, a posting/recruitment is required. In addition, a background check may be required if not previously/recently performed. It is a good idea to get this process started as soon as possible to ensure that students selected for temporary positions do not encounter an interruption in the transition from student to temporary.

If you have any questions, or need a refresher on the temporary hiring process, please contact your Talent Consultant.

Summer Interns and Volunteers

As we approach the summer months, our office often receives an increase in questions regarding summer internships and volunteers. In general, there are very few opportunities that can truly be characterized as “volunteer”. In most cases, these situations are employment relationships and therefore require a recruitment and competitive selection. Situations with interns and/or volunteers should be discussed with your college HR office and in consultation with Talent Solutions.

A few notes to remember about interns and volunteers:

• The work done by interns should benefit the intern, not the employer, and should provide training and education similar to what is found an educational setting.
• Volunteers perform hours of service for civic, charitable, or humanitarian reasons. Volunteers are not permitted to be a substitute for employee compensation and may not be linked to productivity.
• If hiring minors as interns or students, the University is subject to the conditions of employment for minors set by the Department of Labor. To ensure the safety of minors, please contact Environmental Health and Safety to have the working conditions evaluated for safety.

If your department encounters a request for an intern or volunteer, contact your college/division HR office and your Talent Consultant to discuss the situation before proceeding.

Graduating Student Workers

If you have student workers who will continue to work after they have graduated, or are no longer students at the University for any reason, they will need to be hired as temporary employees following the temporary hiring process.  Because this is a transition to a different employee type, a posting/recruitment is required.  In addition, a background check may be required if not previously/recently performed.  It is a good idea to get this process started as soon as possible to ensure that students selected for temporary positions do not encounter an interruption in the transition from student to temporary.

If you have any questions, or need a refresher on the temporary hiring process, please contact your Talent Consultant.

Summer Interns / Volunteers

As we approach the summer months, our office often receives an increase in questions regarding summer internships and volunteers.  In general, there are very few opportunities that can truly be characterized as “volunteer”.  In most cases, we find these situations to be employment relationships and therefore require a recruitment and competitive selection. Situations with interns and/or volunteers should be discussed with your college HR office and in consultation with Talent Solutions.

A few notes to remember about interns and volunteers:

• The work done by interns should benefit the intern, not the employer, and should provide training and education in a learning environment.
• Volunteers perform hours of service for civic, charitable, or humanitarian reasons. Volunteers are not permitted to be a substitute for employee compensation and may not be linked to productivity.
• If hiring minors as interns or students, the University is subject to the conditions of employment for minors set by the Department of Labor.

If your department encounters a request for an intern or volunteer, contact your Talent Consultant to discuss the situation before proceeding.

 

Finalizing a Search

Once you have completed a search and a candidate has accepted your offer, it is very important to ensure that several steps happen to finalize that particular recruitment:

1. Close-out the Hiring Proposal and Posting
   After a candidate has accepted the offer and successfully completed a background check, you must finalize the hiring proposal in PeopleAdmin by entering the final accepted salary and moving the hiring proposal to the status of “Offer Accepted – Background Check Completed.”  If a candidate has declined your offer, move the hiring proposal to the status of “Offer Declined.”  Either of these steps will finalize and lock the hiring proposal.

   After the hiring proposal has been finalized, you must also finalize the posting by moving the selected applicant to “Offer Accepted” and moving the posting to a status of “Filled.”

   Please note, if the candidate declined your offer, move that applicant to a status of “Offer Declined.”  From there, decide whether to proceed with your second-choice candidate, re-open the search, or begin a new search.  If you determine that a new search is needed, please contact your Talent Consultant to mark the current posting as “Canceled” due to the failed search.

2. Notifying Candidates who are Not Selected for Hire
   All candidates interviewed but not selected for hire must be notified in writing of their non-selection.  Copies of these notification letters should be maintained in the search/recruitment file. Notification letters can be sent electronically or printed and mailed. Notification letter templates are located on the Talent Solutions website at the following links:  EHRA and SHRA.

3. Retention of Paperwork
   The search/recruitment file that contains interview questions, notes from all interviews, references, copies of external advertisements, and any other documentation pertinent to the search should be maintained for three years from the last date of activity. Should a complaint or legal challenge arise, the file may be required to be maintained beyond three years until the complaint is resolved.

If you have questions about finalizing a search, or about any other part of the recruitment process, you can either visit our website (https://ts.hr.ncsu.edu/recruitment/) or contact your Talent Consultant.