Body
Overview
This guide provides step-by-step instructions to hire student employees directly rather than through the recruitment process.
Details / Instructions
These steps may be used to hire new student workers whom the university does not currently employ or to add new jobs to existing student workers.
This process has three steps before the hire task is fully submitted (job details, organization assignment (a.k.a. cost center, compensation), so please ensure you have completed all three. When each step is submitted, a notification will pop up to start the next step. If you miss the notification or need to pause, the next step will show in your Workday inbox. Once fully submitted, a notification under the bell icon (next to the inbox) will display to indicate the submission is complete. When the business process is fully approved, another notification will display here notifying you that the student can be scheduled for their first shift.
If you plan to hire multiple students into the same position, this is a new job, or you have not submitted an updated job description within the last year, please follow the instructions below.
Verify Employment in Workday
Before completing the hiring steps below, verify whether the student is already an employee in Workday. Enter the student’s name in the search bar.
- Students who are currently employed by the University populate as depicted in the image below.
- Students not currently employed by the University will not appear when entering their name into the search bar, but will appear when using the “Hire Student” report described in the next step.
- New student hires must complete the student pre-employment form to begin the employment authorization process. Managers will receive automatic emails throughout the process. Students will not be able to begin working until managers are notified that employment authorization is complete. New student hires will be given access to Workday once the pre-employment process is complete.
Direct Hiring Student Employees
- In the Workday homepage search bar, type in Hire Student and select the Hire Student report.
- In the Student field, type the name of the individual you want to hire and select the name from the list.
- To hire a student, you must select a Job Management (JM) Supervisory Organization (Sup Org). This is denoted with “-JM” at the end of the organization’s name (as pictured in step 4). A full explanation of Supervisory Organizations is available in Manager FAQs
- If the JM Sup Org does not default into the Supervisory Organization field, delete the default one, then type in your name (or the name of the person you are hiring on behalf of) into the search bar and select the Supervisory Organization with the “-JM” suffix.
- If a supervisory organization with the JM suffix does not appear, you likely need one to be created. Do so by submitting a SpiderTechNet ticket. You cannot proceed with the next steps of this job aid until the correct Supervisory Organization is selected.
- NOTE: If you have selected a Position Management (PM) Sup Org, you will not be able to proceed with step 6 below because there will be a required “Position” field that is not applicable for students. See the Manager FAQs for more information.
- Click OK.
- Review the student’s information in the Hire Student screen and click either Hire or Add Job to proceed to the next step of the hiring process.
- The Hire button will populate for students not currently employed by the University. They will need to complete the Student Pre-Employment Form process before they are eligible to start working.
- The Add Job button will populate for students that are currently employed by the University.
- Refer to the Manager FAQs if neither button appears.
- Fill in the following fields in the Job Details step:
- Enter the Hire Date/Effective Date for the students first day of employment or the day they plan to fill out the I-9 form with HR/Office of International Taxation. (If the student has initiated the Student Pre-Employment Form, managers will receive an email with the date the student selected)
- Select the appropriate Reason for hire as noted below.
- Most student positions will use the reason code Hire Student Worker Hire>Student Worker Hire>Student Worker -OR-New Assignment>New Position.
- If the position is funded by an external grant, select Hire Employee>Grant Funded -OR- Add Additional Employee Job > New Assignment > Grant Funded for Add Job. This will be routed to the Grants Accounting Office to add in the grant information noted in the comment section of the ‘Organization Assignment’ step.
- If this is a job for which you have a job requisition available in Workday, you can select that in the Job Requisition field. This will auto-populate many of the fields in the Job Details step (and all of the fields in the organization assignment and compensation steps) based on the job requisition information.
- Selecting a Job Requisition also means that the job created by this Hire/Add Job task counts toward the total Number of Openings that were entered when Creating the Job Requisition.
- For Employee Type, enter Student (Fixed Term).
- Select the Job Profile. To view all available student job profiles, select By Job Family>Student>Student Worker. Job Profiles are generic job descriptions that help ensure that student roles across campus are compensated equitably. For a breakdown of the different job profiles, view Eligible for Work Study or Ineligible for Work Study Job Profile One-Pagers to narrow your search.
- NOTE: If hiring for a job that students already hold in your department, check the UR All Open Student Employment Jobs by Supervisory Org report in Workday for existing roles in your Supervisory Organization and the Job Profile to which they were assigned.
- For Time Type, enter Part Time.
- For Location, enter UR Main Campus. This is standard for all student positions, regardless of whether the student performs work off-site.
- The Pay Rate Type will default to Hourly based on the Job Profile.
- The Default Weekly Hours and Scheduled Weekly Hours will automatically populate once the Job Profile and Location are entered. Update the Scheduled Weekly Hours based on the job.
- In the Additional Details section, the Job Title and Business Title will automatically populate from the Job Profile with “SE” as the prefix to indicate Student Employment. The job title is what will be displayed on the student’s profile, so please update to match the job that is being hired for.
- End Employment Date is a required field as students are hired for a fixed term. Enter the date that the employment of the student is expected to end.
- NOTE: The student’s employment will not automatically terminate on this date. Please email studentemployment@richmond.edu when a student ends their employment on your team.
- NOTE: If the job is essentially open-ended for as long as the student is enrolled, simply add 5 years to the end of the current academic year, and the job can be closed automatically when the student graduates (which will then update the end date accordingly). Grant-funded positions must use true end dates
- The remaining fields in Additional Details are optional. Click Submit to complete the Job Details step.
Student Employee Organization Assignment
- You will be prompted to assign a cost center and UR Department for the new student job in the Change Organization Assignments step. Click the Open button or navigate to your Workday inbox to complete the next task.
- Click the pencil icon to make changes to the Organizations section.
- On the Organizations page, click the pencil icon to edit the following information:
- Select the department funding the position in the Cost Center field.
- If this is a position that will be funded by a grant or gift tag, or any other worktags need to be applied, then select the department that most closely matches and add a comment with the funding information before you hit submit. This information will get added by the Office of Planning and Budget or the Grants Accounting Office (if the reason code was ‘grant-funded’).
- NOTE: Contact the Office of Planning & Budget or the Cost Center Manager for your area to confirm the correct Cost Center if you are unsure.
- Under Other, in the UR Department field, add the corresponding department or type Student Worker.
- Click Submit to complete the Organization Assignment step.
Student Employee Compensation
- You will be prompted to review the compensation information for the position.
- NOTE: The compensation auto-populates based on the selected Job Profile. You should only need to change the compensation if the Job Profile is not assigned to a step progression (SP) compensation grade or if the student is returning to a job with step progression that was previously closed, and therefore needs to advance along the step progression matrix.
- There are two compensation options, step progression or fixed compensation. Refer to the Pay Grade Movement and Promotions page for more information.
- For compensation that includes step progression, the Pay Grade begins with “SP”. If advancing the step progression has been approved by Student Employment, change the hourly rate in the Guidelines section by adjusting the step field.
- For changes to fixed compensation, change the hourly rate in the Hourly section in the amount field.
- Click Submit to complete the Compensation step. A notification (bell icon next to the inbox) will appear to indicate the submission is complete.
- Next steps: Once you hit submit, this task will route to the Office of Planning and Budget or the Grants Office if you used the grant-funded reason code (for external grants only). From there, it will route to the Student Employment Partner for final approval. When the business process is fully approved, another notification will appear (bell icon) notifying you that the student can be scheduled for their first shift.
- Reminder: If this is the students’ first job on campus, please communicate to them that their first step is to complete the Student Pre-Employment form.
See Also
Manage Candidate Through Recruitment - Manager
Create Job Requisition - Manager