Initiating a Student Employment Recruitment

Step 1. Build a job description using the Guide for Writing a Position Description template (approximately 30 minutes) and align the duties and responsibilities to a corresponding wage rate.

Step 2. Supervisors seeking to hire a new student employee in the current fiscal year should complete the 2025-2026 Student Employment Appointment Questionnaire and insert details from the position description (approximately 15 minutes).  Those seeking to hire in the next fiscal year should complete the 2026-2027 Student Employment Appointment Questionnaire.  A new Student Employment Appointment Questionnaire is required for each job posting.  A confirmation email with a copy of the submitted questionnaire will be auto-generated.  Please save this email or download the document into Box for future reference.

Step 3. Within five (5) business days, Human Resources will post the job in Workday. The student job posting will be available for 90 days from the posting date. The supervisor views the job and screens applicants accordingly.  Workday will prompt the necessary next steps between the supervisor and Human Resources throughout the candidate assessment process. To maintain a positive applicant experience, ensure access, and signify recruiting efficiency, all postings will be removed from the job board after 90 days.

Step 4. Human Resources/Workday sends the selected student a notification/task/email with instructions to complete critical next steps for the new employee onboarding process.  Your assistance is needed to remind your prospective student employee of the need to complete their Workday tasks promptly.  This includes a background check, the I-9 employment verification, and tax forms.

Here are the details involved with the I-9 Employment Eligibility Verification: The student will complete the first portion of the I-9 Employment Eligibility Verification form as part of their onboarding tasks in Workday. The second portion of the form is completed when they present their original forms of identification in person at the Office of Human Resources (Churchill Hall, Room 159).  A list of acceptable forms of identification can be found on page three of the I-9 form.  No work can be performed until the I-9 and onboarding steps are completed in their entirety.  Once the I-9 process is complete, the supervisor will receive a Workday notification.

Step 5. Meet with your new student employee to orient them to the department and position expectations. If the duties assigned will require access to systems, complete the IT Account Request Form and an IT representative will be in direct contact with you shortly thereafter.  Train your student employee on how to fill out a time sheet and as the supervisor, be mindful of payroll deadlines and approve time and absences in Workday accordingly.