Student Hiring Perceptive Process

Owned by Melanie Steider
Last updated: May 31, 2024 by Sidney Rinker


  1. The department completes the Student Hiring Form (SHF)
  2. The (SHF) is sent to the Financial Aid (FA) workflow within Perceptive
    1. FA Link queue - Financial aid staff scan and link the document to the student Colleague file (AIDE), then route forward.
    2. FA Student Hire (FA Auxiliary) queue Financial aid staff confirm the student’s eligibility for work-study and, if eligible, the amount and funding source (Federal or Valpo).
      1. Select the FA Work-Study Type in custom properties from the drop-down list.
    3. If the student is eligible, FA stamps the form and routes the document forward.
      1. If the student does not qualify for work-study, they will notify the hiring department via email, then stamp denied on the form. The reason for the denial should be recorded in the notes section of Perceptive. The form is then routed to FA - Workflow Complete queue for archive purposes.
      2. Approved SHFs are routed forward to FA Workflow Complete.
        1. A scripted process sends it to the Human Resources workflow.
        2. A copy is also retained in the FA - Workflow Complete for archive purposes and to be used if the student's Work Study type changes later.
    4. HR - Department Review queue - Once financial aid approves and routes the form forward, it arrives in this queue 
      1. HR verifies whether the student correctly marked whether they have worked on campus previously and marks the HR—1st Time Hire custom property accordingly. 
        1. 1st-time hire
        2. Previously employed
      2. If they are a 1st-time hire:
        1. The student is manually entered into Red Carpet.
        2. HR emails the student to let them know they need to complete all of the new hire paperwork in Red Carpet.
        3. HR makes a note within Perceptive on the hiring form in the notes section that they are in Red Carpet
        4. Student completes the online onboarding.
        5. HR will process their paperwork and collect student identification documents for the I-9.
        6. Students will be E-Verified in Red Carpet.
        7. The hiring documents will be downloaded and added to the student hiring folder.
        8. HR stamps the SHF with the FA Student Hiring Checklist and routes the form forward to New Hire Document Collect. 
      3. If they have been Previously employed
        1. HR marks the custom property as such
        2. Stamps the form with their HR checklist stamp, then saves the form and routes the form forward.  
        3. Perceptive automatically routes the form to the HR - Payroll Processing queue.
    5. HR - New Hire Doc Collect queue - Once the new hire documents are scanned and linked they are routed to this queue and go into the student folder. Again the folder does not move forward until all required documents are received.
      1. New Hire Folder—This folder will remain in this queue until all of the required new hire documents are received.
        1. Required documents include the HR - Student New Hire Red Carpet documents and the FA Student Hiring Form.
      2. HR - New Hire System Input queue - After all of the required documents are received within the folder, the folder automatically routes through this queue. 
      3. At any time in the process, the hiring department or the student may change their mind and not hire the student or take the job. HR staff will stamp the SHF denied, note the reason on the form, and send the form to HR - Archive.
    6. HR - Payroll Processing queue - This is where the folder is routed to when HR is done with it. They will be able to access all of the documents by clicking on the folder.
      1. Payroll will enter the student position into Colleague.  Payroll will then review the student’s documents and enter the student information into their system. When they are complete, they will stamp the SHF with their stamp and route the folder forward. 
        1. As the folder leaves this queue, an email notification is sent to the student and supervisor, letting them know that they have been hired and may begin working.
    7. HR - Archive queue - The folder completes its journey here. Anyone within this workflow can search or access forms or folders within the archive.