Change Job Student
Contact Information
For more information or questions about graduate assistantships, contact grad-assistantships@uni.edu.
For more information or questions about student employment, contact studentemployment@uni.edu.
For more information about this job aid or to add a campus location, please contact hris-support@uni.edu.
Overview
This job aid will assist with initiating the Job Change business process for student employees. This process is often referred to as Change Job and allows the manager or their delegate to initiate specific staffing changes for employees within their reporting structure.
Quick Links
Related Job Aids
UNI Works Term | Legacy Term | Definition |
Job Change | SEAF | A staffing task that allows managers and their delegates to change specific aspects of their direct reports' employment. |
Job Profile | Hourly or Salary | Job Profiles indicate if the position is hourly or salary and exempt or non-exempt, as well as a description of the typical duties and any educational or experience requirements. |
Scheduled Weekly Hours | N/A | This drives PTO accruals, benefits eligibility, and federal ACA reporting. |
The name of the job change template selected will appear in the employee's worker history, making it easier to track employment changes.
Job Change Type | Use Case |
Work Schedule | Use to update an employee's location, scheduled hours, work shift, and/or appointment length. If you only need to update the employee's work space, go to the search bar and type in Change Work Space. |
Change Job Details | Change Job Details is comprehensive and should be used when needing to change a job profile and/or compensation. If you only need to update the student employee’s compensation, refer to the Compensation Change job aid. For student position support, contact studentemployment@uni.edu. |
Step 1: Using the search bar, type the name of the student employee and click the name to open the student’s profile.
Step 2: From the student’s profile, click Actions > Job Change > Start Job Change.
Step 3: In the What do you want to do? field, type or click the menu icon to select the appropriate job change type.
Step 4: Click OK to begin.
Step 5: In the Start Details section, click the pencil icon to edit.
Step 6: The When do you want this change to take effect field UNI Works will auto-populate to the next upcoming pay period. If needed, type or click the calendar icon to select the date the change will take effect.
Support
If you know this is an immediate job change, please select today's date. When the change is not immediate, ideally the start of the next pay period is selected. Specific circumstances will have multiple steps that are dependent on this date being passed.
Step 7: The Why are you making this change field will populate the reason you selected in Step 3.
Step 8: Confirm the correct job change reason was selected. If needed, click the Cancel button to exit the task and select a different reason.
Support
The Do you want to use the next pay period? checkbox will be checked by default if you did not change the date in Step 6. If you changed the date to one outside of the next pay period, then the box will be automatically unchecked.
Step 9: Depending on the job change type selected in Step 3, three additional fields may display in the start details, which list the student employee’s current manager, team, and location hierarchy. Leave these fields as-is.
Step 10: Click the check mark icon to save your changes.
Step 11: Click the Start button.
Support
Follow the Work Schedule section if you selected that job change type.
Follow the Change Job Details section if you selected that job change type.
Step 12: In the Position section, the position details will display.
Step 13: In the Job Profile and Business Title sections, the job profile and title details will display.
Step 14: In the Location Details section, click the pencil icon to edit.
Step 15: The Location field auto-populates from the position. This should always be Main Campus, unless the student is required to work from another business location.
Step 16: The Work Space field auto-populates from the position. To edit, click the menu icon and search Work Spaces by Building to select the building and room number. Type the mail code in the Work Space field to limit the results.
Support
If a work space needs to be added, please contact hris-support@uni.edu.
Step 17: The Scheduled Weekly Hours field will display the hours entered in the Hire. Refer to the 3.19 Student Employment policy for guidance concerning maximum hours of employment for student employees.
Step 18: The Work Shift field will display the shift selected for the position during the Hire transaction. This should always be First Shift.
Support
If the incorrect work shift is listed, click the pencil icon to edit this section. Then, in the Work Shift field type or click the menu icon to select the correct work shift for the student employee.
Step 19: Click the check mark icon to save your changes.
Step 20: In the Job Classifications section, the Additional Job Classifications field will display. Do not edit this field.
Step 21: In the Administrative section, click on the pencil icon to edit. The only field that can be edited is the End Employment Date.
Step 22: In the End Employment Date field, type or click the calendar icon to select the end date for the student employee. Click the check mark icon to save your changes.
Step 23: In the Organizations section, the default costing for the position will display. Click the pencil icon to edit.
Step 24: In the Compensation section, the various compensation elements for the student employee will display. Navigate to the Hourly subsection, which display the student employee’s current hourly rate. If needed, click the pencil icon to change the student’s hourly rate.
Support
For compensation changes for salaried student employees, refer to the Period Activity Pay job aid.
Step 25: In the Amount field, type in the new hourly rate for the student employee. Note that this rate must fall within the Total Base Pay Range for that position.
Step 26: Click the check mark icon to save your changes.
Step 27: In the Attachments section, click the Select files button to add an attachment, if necessary.
What Happens Next
The proposed job change will now go through the review and approval process, followed by any other steps required based on the type of change. You can view the status of the business process at any time by clicking on My Tasks > Archive > Process.