Information for Supervisors about the Supervisor Work Agreement for Student Workers

Access Supervisor Work Agreement

Entering a work agreement for a student staff member you supervise as a primary supervisor can be accessed for entry and submission approval through OnTrack. Once logged in, click on OnTrack for Staff. Under the section labeled Time Entry and Approval, select Supervisor Work Agreement.

If you have not previously entered a work agreement, you will only see a link to enter a new work agreement.

If you have entered at least one work agreement, you will see the link to enter a new work agreement AND a list of previously entered work agreements.

Entering a new work agreement

Once you click the link to enter a new work agreement, you will see a page for you to enter the student staff and position information. You are able to enter some information and come back later to complete. The only required field on this page is the Student University ID. However, all fields, except the Elon Job Network Posting Number, are required for submission for approval to Human Resources.

Once you enter the information and click SUBMIT, you will see the submission page. You are able to review the information you entered, read the terms of agreement and either save or submit the work agreement.

Errors

If the student has not submitted their I-9 Form to Human Resources then you will see an I-9 FORM error message. If the student is required to have their visa information verified and have not done so then you will see a VISA error message. You will not be able to complete the work agreement or submit it for approval until the student has resolved these issues.

Opening a PENDING work agreement

You are able to save the work agreement information and come back later to submit. When you click on the Supervisor Work Agreement link, you will see a list of previously entered work agreements with their respective statuses. If a work agreement has a status of PENDING/SUPERVISOR then you are able to access it and enter/change the information. To open the work agreement, click the button beside the work agreement and click SUBMIT. You will see the page for you to enter the student staff and position information and your previously entered information will be populated.

Work Agreement History

If a work agreement has a status other than HOLDING or PENDING then you will see the Work Agreement History page. This page will display all the work agreement information plus information about the status, submission and processing, if applicable.

Alternate Supervisor

Once you enter an alternate supervisor's University ID then that person's ID and name will appear in a drop down box in the alternate supervisor section of the page to enter work agreement information.

If you have not previously entered any alternate supervisors then no drop down box will appear.

Saving and/or Submitting a Work Agreement

Once you are directed to the submission page, you have three options for the work agreement you just entered. You can return to the previous screen to enter more information or change the information. You can save the work agreement and return later. You can submit it for approval to Human Resources. Once the work agreement has been submitted for approval, you will not be able to access it to change any information.

If you have more than one work agreement to enter at one time, you can check the box on the submission page and you will be directed back to the page to enter work agreement information. Once you check the box, you need to click one of the three options at the bottom of the page to finish with the work agreement you just entered. By using this check box, you will be directed back to a blank work agreement page and bypass the menu and first page with the initial link.

Email Notifications

If the student has not submitted their I-9 Form to Human Resources then you will receive an email with an I-9 Form message. If the student is required to have their visa information verified and have not done so then you will receive an email with a Visa message. You will not be able to complete the work agreement or submit it for approval until the student has resolved these issues. The student also receives an email with the same information.

Once the student submits their I-9 form, you will receive an email message.

Once the student has their visa information verified, you will receive an email message.

You will receive an email when the work agreement process has been completed and the student is eligible to begin employment.

Details

Article ID: 77475
Created
Mon 5/6/19 11:28 AM
Modified
Mon 9/16/19 1:49 PM
Internal or External
External