This Fast Facts is related to questions relevant to HR Liaisons, Managers, etc. It is not intended as a resource for Student Employees. See also:
- Fast Facts related to Graduate Student Waivers
- Fast Facts related to Onboarding Fast Facts
Training Resources related to this topic include: Create Student Positions (Guide); Hire Student Employees (Guide); Hiring Students (Video); Change Job (Guide); Workday for Managers – Job Change Processes (Self-Paced Training)
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Finding and Hiring Students
How can I find a student in Workday? Why can’t I find a student in the Find External Student Report?
Use the Find External Student Report. You can filter results using the facets on the left side of the report these options include:
- Active Student (True or False)
- Academic Level (Graduate or Undergraduate)
- Work-Study Eligible (False or True)
- Is Worker (True or False)
- Is U.S. Citizen (True or False)
- Load Status (Not enrolled, Full-time, 1/2-time, Less-than-1/2-time)
If you are unable to find a student in the list, the student’s information may not yet have been transferred from Banner to Workday. Students must be enrolled, not merely accepted, before they appear in Workday. If an enrolled student is still missing, submit a ServiceNow case.
How do I create a student position?
Use the Create Position task to create the position. To hire anyone into a job there must be a position to hire them into. See the following guide for step-by-step instructions: Guide – Create Student Positions.
How do a hire a student?
Use the Hire Student task to hire the student. See the following guide for step-by-step instructions: Guide – Hire Student Employees.
Can an existing vacant student position be reused?
Yes. When a student is terminated from a position, the position remains vacant and may be used again for the same or another student.
Am I able to hire a student worker who is enrolled for fewer than 9 graduate credit hours?
Yes, you can hire a student with less than 9 graduate credit hours. During the Fall and Spring semesters, you can hire a student but not in a Graduate assistant role. Over the summer, a Graduate assistant must be enrolled in 6 graduate credit hours. If a student is an undergraduate or at a graduate level with fewer hours, they can still be employed in non-assistantship, regular student employment roles.
How should I hire an incoming student who has a pre-hire record or no Workday record?
Use the Find External Student report. This is generally the quickest way to hire a student, whether the student has previously worked for the university or has never held a student worker position.
Who should be listed as the student’s manager?
The manager may be the faculty member or supervisor the student directly supports. It does not have to be the person responsible for the funding account.
Can someone hold an active staff position and an active student position at the same time?
No. An individual should not have an active staff role and an active student employment role at the same time.
How do I hire a former staff employee into a student position?
If the individual has been terminated from the staff position and is actively enrolled as a student, use Find External Student to initiate the student hire
Federal Work-Study Positions
Are job requisitions required for Federal Work-Study positions?
Yes, Job Requisitions are the vehicle by which recruiting knows that a position should be posted on the Workday Careers site and other job boards. Federal Work-Study positions need to be posted to the Student Careers job board to ensure that the student is Federal Work-Study eligible.
The job requisition process requires a questionnaire to be filled out after submission; do I have to complete this if the position is a Federal Work-Study position?
The data in the questionnaire is intended to help the recruitment team post staff and faculty job effectively. For Federal Work-Study positions, you can enter N/A for fields that are not relevant.
On the job requisition, which option under Recruiting Instructions should I use?
Select Post Internally Only, unless you want to advertise the position to external markets.
How do I move a summer hourly student into Federal Work-Study for the fall or spring?
Use the Change Job process. On the Organization Assignments step, add the appropriate Federal Work-Study student organization assignment. See this guide for step-by-step instructions: Guide – Change Job.
Why is the Federal Work-Study organization assignment important?
It allows the central financial aid team to identify, report and help manage Federal Work-Study employees.
Will a Federal Work-Study student’s existing record be affected if the student reapplies through a job posting?
No. Reapplying through a posting should not conflict with the student’s existing Workday record.
Moving a Student Employee between Summer and Academic Year Positions
How do I move a graduate student from a summer hourly job back to an assistantship for the fall?
Use Change Job task to convert the existing position. This keeps one position number and allows the HR Partner to update the annual period and disbursement period. See this guide for step-by-step instructions: Guide – Change Job.
What should I do with a temporary summer position at the end of the summer if the student is not transitioning to a different job for the academic year?
Terminate the student from the summer position. The position can remain vacant and be reused the following summer. (If the student is transitioning into a different role this fall but will be graduating or not be re-employed in a summer format next year, it would be easier to use Change Job.)
Can a temporary summer position be reused next year?
Yes. After the student is terminated from the summer position, the vacant position remains available. The department can rehire the same student or another student into that position during a future summer.
Can I place an employee in a summer position on leave instead of terminating the employee?
No, placing the summer employee on leave creates undesirable impacts in the area of budgeting, allowable hours and HR reporting.
Do I need to create a new summer position every year?
No. After terminating the student from the summer job, leave the position vacant and rehire the student into the same position when it is needed again. If a position is frozen, your central HR Partner can assist in reopening as necessary.
Compensation
Why does the Period Activity Pay task appear when hiring graduate students?
Period activity pay enables you to pay employees for fixed-term activities and payment arrangements (e.g. summer pay). You can associate activities with period activity pay, and assign an employee with activities, date ranges, and pay amounts. The task appears because students are included in an employee group that may be eligible for academic or period activity pay, when appropriate. You can skip this task by clicking on the gear icon at the top of task and choosing “Skip Task”, unless the student will be paid through Period Activity Pay.
Which students may need Period Activity Pay?
Graduate teaching assistants performing instructional duties may be eligible. Departments may choose to pay eligible students through Period Activity Pay or through a regular salary plan.
If a department chooses to pay the student through Period Activity Pay instead of regular salary, during the hiring process, do not add compensation or ensure the salary amount is zero. After the HR partner approves the hire, a Period Activity Pay step will appear in your My tasks, complete the Period Activity Pay task as desired.
Will a graduate student be paid correctly if an academic salary plan is entered?
Yes. If a salary or academic salary plan is entered, the student will be paid through that plan according to the applicable 9-month or 12-month schedule.
Job Requisitions and Posting Requirements
Are student jobs required to be posted?
Only Federal Work-Study Positions are required to be posted internally, no other student positions have any posting or job requisition requirements when the department has already identified the student they want to hire.
Why can’t I find the Create Job Requisition task?
You may not have the required security role. Roles that may initiate a student job requisition include:
- HR Liaison
- Recruiting Coordinator
- UPIC Student HR Liaison
- Manager
- Graduate Student Assistantship Partner
The applicable roles are generally listed in the training guide.
What should I do if someone needs access to create a requisition?
Confirm the required role with the department’s Cost Center Hierarchy Manager. If the person should have the role but cannot access the task, submit a ServiceNow case.
Organization Assignments for Students
Is the Student Organization Assignment required during the hiring or Change Job process?
It depends on the type of student employment.
The assignment must be completed when the student is:
- A graduate assistant – Use HR-SEA-01 | Graduate Student Assistantship
- A Federal Work-Study employee – Use HR-SEA-02 | Undergraduate Student Federal Work Study (FWS)
- A UPIC employee – Use HR-SEA-03 | University Professional Internship and Co-op (UPIC) (Non – FWS) if the student is not on Federal Work-Study; use HR-SEA-04 | University Professional Internship and Co-op (UPIC) (FWS) if the student is on Federal Work-Study
The field may be left blank for a regular student employee who does not fall into one of those categories.
Why is the Student Organization Assignment important?
It identifies the student’s employment program and gives the appropriate central office visibility into the student’s record. For example, assigning the Federal Work-Study organization allows Financial Aid to identify and manage Federal Work-Study employees.
Do I have to select an HR Student Employment Arrangement when none of the options apply?
No. If the position does not fall under one of the programs listed above, leave the field blank.
Resources and Assistance
Where can I find instructions for hiring and changing student jobs?
Guides related to student hiring include:
- Create Student Positions (Guide)
- Hire Student Employees (Guide)
- Change Job (Guide)
- Start Change Job (Guide)
- Workday for Managers – Job Change Processes (Self-Paced Training)
What should I include in a ServiceNow case about a student hiring issue?
Include the student’s name or CUID, the position, the process being attempted, the effective date, screenshots or error messages, and the names of any other students experiencing the same issue.
Step-by-step instructions for most tasks in Workday are available in the Workday Training Library. If you have a question that is not answered here or via a training guide or self-paced training submit a ServiceNow case.
