To hire summer employees for designated summer programs at the University, the following steps must be completed:
1
A PDAQ should be completed on each summer hire five (5) working days prior to the hire’s start date. This action can be initiated in the PV PAWS system as “New Position and Fill”. The PIN should be indicated as “TEMP” on the Position Details page. Creators should indicate the hours the temporary employee will work each week and the hourly rate that the temporary employee will be paid on the Comments Page. The hourly rate indicated should be in alignment with the minimum hourly wage listed on the University’s Compensation Plan for the position (title).
2
Summer hires should complete an online application using the “Create Application” link via the PV PATH Online Application System five (5) days prior to the first day of work. Prospective summer hire should print, sign and date the application and turn in to the hiring department. There will not be a corresponding job posting for this type of hire.
3
For summer hires that are 17 years of age or younger, a Minor’s Employment Release Form should be completed and signed by parent or legal guardian
4
Department should submit a completed Confidential Release Form seven (7) working days prior to initiate a criminal background check on the prospective summer hire. The prospective employee may not begin working until the results of the criminal background check have been received.
Any time there is a break in employment, a new background check is required on the prospective employee.
A background check is not required for hires 17 years of age and younger.
5
A copy of the finalized offer letter should have been emailed to hrteam@pvamu.edu for review by the Office of Human Resources. The offer letter should not be extended to the prospective employee until the finalized offer letter has been approved by the Office of Human Resources via email.
Copy of the finalized offer letter should have been sent to the Office of Human Resources ten (10) business days prior to the effective hire date for review and approval. Standard response time for review and approval of the finalized offer by the Office of Human Resources is two (2) business days.
Letter of temporary offer should be extended to the prospective summer hires in accordance with the offer template provided by the Office of Human Resources. All written offers of employment must be routed through the appropriate Vice President’s office. The written offer of employment will be sent out from the hiring department’s respective Vice President’s office. Please ensure that the mailing address for the prospective employee is correct. A corresponding department envelope should be attached to the written offer when routing to the respective Vice President’s office.
7
The prospective summer hire should return the accepted/declined written offer of employment to the hiring department. The hiring department should forward the accepted/declined offer to the Office of Business Affairs. The Office of Business Affairs will then route all accepted/declined written offers of employment to the Office of Human Resources.
8
A list of the prospective summer hires should be provided to the Office of Human Resources along with the completed applications for employment and the completed Minor’s Release form seven (7) working days prior. The list should include the following information:
Summer Hire's Name
Social Security Number
Date of Birth
Classification Title
9
The online Faculty/Staff Email Account Request form for the prospective employee should be completed and submitted online to the Office of Human Resources five (5) working days prior.
10
EPA should be routed so that it is approved by the Office of Human Resources five (5) working days prior to the employee start date. Approval of the EPA is contingent upon the successful completion of the above listed items 1-9.
11
New Employees are required to attend New Employee Orientation. Departments will be notified by the Office of Human Resources via email regarding the date, time and location of New Employee Orientation that the summer hire has been approved to attend.
12
Summer program/camp hires should be informed to bring identification for their Form I-9 to show proof of eligibility to work in the United States. See List of Acceptable I-9 documentation.
