Jobs: Supervisor help

Request access, post roles, review applicants, hire and onboard.

Getting started

ShiftU is for Duke departments, labs and offices, Durham non-profits, and local businesses and families hiring students. Your Employer dashboard has four tabs: Applicants, Roles, Hires and Timesheets.

Request login permissions

New employers request access once. A ShiftU administrator approves each organization before it can post.

  1. On the ShiftU home page, choose your employer type (On-campus employers, Non-profits or Off-campus employers) and select Request access.
  2. Create your account with your work email and a password, and agree to the terms.
  3. Fill in the access request form (Step 2 of 2): your name, title, NetID if you have one, phone, and your organization's address.
  4. On-campus departments: search for your department in the list. Its department code and pay schedule fill in for you.
  5. If your organization is already on ShiftU (for example, its roles were copied from JobX), choose it, so you join it instead of creating a duplicate.
  6. Submit. You'll get an email when an administrator approves or rejects the request. Choose Check again to refresh the page.

Log in

  1. Go to the ShiftU home page, choose your employer type, and log in with your email and password.
  2. You land on your Employer dashboard.
  3. Forgot your password? Choose Forgot password? and ShiftU emails you a reset link.

Accept the posting guidelines

Before your first post, ShiftU shows the posting guidelines.

  1. On your dashboard, choose Read the guidelines.
  2. Choose Agree. You only do this once per organization.

Tip: Never ask students to pay anything, deposit checks, or share bank or Social Security numbers outside your school's official payroll process.

Post a new job

  1. Choose + Post a role.
  2. Fill in About the role: Job title, Category, Description, Openings and Location.
  3. Choose On campus or Off campus, and the Work setting.
  4. Enter Hourly pay ($), Hours per week and When is the work?
  5. Answer Paid through Federal Work-Study? Off-campus Work-Study is only available to approved non-profits.
  6. Add What they need (skills) and any Questions for applicants.
  7. Save. The role appears on the student job board right away.

Tip: If a role looks like a common scam (for example, it mentions check deposits or gift cards), ShiftU holds it for a quick admin review before it goes live. You'll see a note on the role.

Edit, close or reopen a role

  1. Open the Roles tab.
  2. Choose Edit to change a role. Changes show on the job board right away.
  3. Choose Close when you've filled it. It comes off the board and stops taking applications.
  4. Choose Reopen to put a closed role back on the board.
  5. Choose a role's applicant count to see just that role's applicants.

Review applications

  1. Open the Applicants tab. Use Filter by role and the status buttons to narrow the list.
  2. Each applicant shows four eligibility checks from Duke's records: course load, Work-Study (and how much award is left), work authorization (students on F-1/J-1 visas can only work on campus, with an hour limit) and total weekly hours across their other jobs.
  3. Choose View to see the student's Resume, Answers to your questions, and Availability.

Tip: Only you and other members of your organization can see your applicants.

Contact applicants

  1. Open the applicant and choose Email (their first name). It opens your email app addressed to them.
  2. Change their status to Reviewing or Interview so they know where things stand. ShiftU emails them when the status changes.
  3. Mark applicants you won't hire as Not selected.

Hire a student

  1. On the Applicants tab, choose Send offer under the student. ShiftU drafts the offer letter from the role: position, team, start date after hiring paperwork, the weekly hour maximum, bi-weekly pay and the hourly rate. Change any of it, then choose Send offer and hire.
  2. The student is hired right away: they get the letter by email, and ShiftU creates the job on your Hires tab at the rate in the letter, with their hiring steps. They're officially working once every step is done and you choose Start job.
  3. You can also set a status to Hired directly without a letter, for example to rehire someone. To undo a hire before any hours are logged, change the status back; any offer letter is withdrawn.
  4. On Hires, choose Manage and fill in the Job details: Hourly rate ($), Hours per week, Start date, Supervisor and Supervisor email. Choose Save details.

Onboarding and starting the job

Every hire comes with an onboarding checklist. The student and the supervisor each tick their own steps.

  1. Student steps: Form I-9 Section 1, tax withholding forms (W-4 and NC-4), and direct deposit.
  2. Your steps: verify I-9 documents (Section 2, within 3 business days of the start date), create the job record in payroll, and schedule orientation or the first shift.
  3. When everything is done, choose Start job (student can log hours). The student can now log hours on their timesheet.
  4. Choose Download hires for HR (CSV) to send new hires to HR or payroll in one file.

Manage or end a job

  1. On Hires, choose Manage next to a student to update their rate, hours, dates or supervisor.
  2. To end a job, choose End job and give a reason if you like. The student can no longer log hours, and it moves to their past jobs.