How To: Direct Hire a New Undergraduate Student

This is the process to use for an Undergraduate student who does not currently hold any jobs in Workday. Before beginning this process:

• Please engage with your student new hire to ask them if they are hired or planning to be hired by another department on campus this semester. 
  • You will have a questionnaire in the Hire process that will require you to know the expected start date and expected scheduled weekly hours of any other positions this student is planning to work.
• Keep in mind, your student employee can only work 20 hours per week total during Fall and Spring semesters between ALL Jobs and you should only be initiating a “Hire” task if your position is the earliest expected start date for the student.

If the student will be hired by another department with an earlier start date, please wait for that “hire” process to be completed before you initiate your “Add Job” process (please refer to the “How To: Add a Job for an Undergraduate Student” job aid).

1. Navigate to the hiring manager’s undergraduate hiring org by searching: Sup: manager’s name or UG manager’s name  - Select on the Supervisory Org you are hiring for.

2. Select the related actions button (AKA Twinkie or Lego) and hover over hire. The option to Hire Student will populate. Select Hire Student.

3. Type the student’s name (or CWID) in the box and hit enter. When the correct student’s name appears, select OK. Do not change the supervisory organization.
This is specific to UNDERGRADUATE hiring.

4. From the next screen, confirm the Student ID is the correct CWID then select Hire to continue. If you see “Add Job” instead of “Hire”, please refer to the job aid called “How To: Add a Job to an Undergraduate Student”

5. The Hire Student screen will appear. Enter the student’s hire date in the Hire Date field by typing the date or using the calendar view. The First Day of Work date will auto fill to match the Hire Date, do not override the First Day of Work date.

Students who have not previously been employed by Mines will be required to complete New Hire Onboarding in Workday on their hire date. If the student’s role requires a background check, please allow at least 10 business days for completion. The background check AND new hire onboarding must be complete before a student is permitted to begin working.

NOTE: Work study positions CAN NOT begin before the first day of classes for the Fall semester.

6. In the Reason field, select New Hire if the student has never been employed by Mines. If the student has previously worked for Mines, but is currently terminated, use the Rehire option. Do Not use the Hire Employee>Connected option.

7. In the Position section, select All > Student (Fixed Term) for the Employee Type. Or simply type “Student” in the box and hit enter. The End Employment Date usually matches the last day of the current semester or the last day of the Spring semester. If you are entering a full Academic Year period starting in Fall, the latest Academic Year end date is usually the last day of the Spring semester. Summer is a separate task. Please refer to the campus communication sent out each semester for further guidance on End Employment Dates or reach out to the MAPS office if you have additional questions. The Location should always be Colorado.
 

NOTE: Work study must end on or before the end of the Spring semester or for Summer, no later than June 30th.  

8. In the Job Details section, the Job Profile field will determine how the student is paid. See the Job Profile chart below to determine the correct choice for your student and the job they will perform.

Tip: You can require the student to identify work study status so that when you direct hire, you can select the correct job profile for the student. If you or the student are unsure of their Work Study award, have the student review their Financial Aid portal. You can also reach out to Financial Aid to confirm or check the Tableau report for Work study:

9. Also in the Job Details section, the Job Title and Business Title will auto populate.  You are welcome to add to wording to the end of the Job Title to help your student identify which of their jobs are for your department. The update you make to Job Title will automatically update the Business Title. Please keep the base wording of the title that matches the Job Profile and just add to the end of the title as shown below.

10. The Pay Rate Type will default once the job profile has been entered. All undergraduate job profiles EXCEPT for Undergraduate-Stipend will default to hourly. Stipends will default to salary.

11. In the Working Time section, Students are only permitted to work Part Time during the Academic Year, meaning no more than 20 hours per week across all jobs held on campus. Students may work up to 40 hours per week during the Summer across all jobs. If the 40 hours are split between multiple jobs, each job should be entered as part time with the applicable number of hours per week.

• Default Weekly Hours should ALWAYS be 40, do not change this field
• Scheduled Weekly Hours should be the estimated average the student is expected to work in this position 
• Workday will calculate the FTE using the default and scheduled weekly hours

12. The Continuous Service Date will match the hire date. Do not change this field.

13. Scroll down to find the attachments field. Either drag-and-drop your file or click Select Files and browse for your signed undergraduate offer document. After the file is uploaded, for Description, always put semester and a year (Fall 2025) or (AY25/26), so we can quickly find it in the documents section in the future. For the Category, please select “Offers” or “Employment Agreement”.

14. Once the job/hire details are submitted, the Complete Questionnaire step will be up next. You will be asked the following questions, the answers to these questions should be on the student’s offer form that was completed:

• Will this student have more than one position?” 
  • If yes, please tell us the details of the additional job such as department, start date and expected weekly hours. 
• “Please review the document for compliance with the Protection of Minors.”
  • There will be a link to the Protection of Minors policy on the questionnaire if you need to review this policy 
• Does your student need a background check?
  • If you answer yes to this question, please make sure your student is aware to watch for an email from the background check provider and responds timely. 
• Is a Motor Vehicle Record check required for this position?
  • If you answer yes to this question, please make sure your student is aware to watch for an email from the MVR provider and responds timely.  
• A student hire process CAN NOT move forward and the student CAN NOT start work until the background check and/or Motor Vehicle Record check is completed and cleared by the HR team.

15. Next step is the Propose Compensation Hire task to enter the hourly pay rate for the student. 
NOTE: If a student is paid via Stipends, this task will not populate.

Click the Make Changes icon in the top left corner of the task to enter the hourly pay rate.

Click the three dots on the right side of the Hourly compensation box to select the Edit option, add your hourly rate, click Save then Submit at the bottom of the task.

16. The next step is entering the Worktag using the Assign Costing Allocation task. Use the dropdown menu next to Costing Allocation Level and select Worker and Position. Click Add.

17. In the Costing Allocation Details section, enter the worktag for the student’s pay. 

• Worktags beginning with a 4 will be entered in the Grant column.
• Worktags beginning with a 1, 3, or 6 will go in the Project column.
• Worktags beginning with a 2 will be entered in the Operating column. 
• If the student’s pay should be split between multiple worktags, use the (+) to add additional rows and add in the Distribution Percent on the far right.

NOTE: Work Study jobs MUST have a work study worktag entered. If not, the pay will come from the worktag entered and not the student’s work study award. An overage worktag should be provided in the comment box for when the student’s work study funding is exhausted. See the table below for work study worktags. 

• Work study worktags will default with a function code of 1800, please remove this function code and replace it with the function code that matches your overage worktag.

18. Next the Employment team in the MAPS office will review your task entries, please watch your Workday inbox for any tasks being “sent back” from this team with comments or question and respond timely so the hire process is not delayed for the student.

19. Once all initial hire information has been entered, the hire task will route to the Recruiting department if the manager indicated a need for a background check or motor vehicle record (MVR) check in the questionnaire.  A student CAN NOT start work until the background and/or MVR is completed and cleared by the HR team. A delay in this process WILL result in a revised start date.

20. Once the background check (if needed) is successfully submitted and cleared, the hiring process is complete, and the student will be listed as an employee in Workday.

NOTE: If the student is a new hire, they are required to complete New Hire Onboarding on their date of hire (the date listed on the offer letter, not the date of their first shift). MAPS no longer uses the paper new hire packet, and all onboarding will be done electronically within Workday. The student will sign in on their hire date and complete 5 initial onboarding tasks. After all 5 tasks are submitted, a new series of tasks will populate, including the Form I-9. Per Federal guidelines, Section 1 of the I-9 is required to be completed on the employee’s hire date. Section 2 must be completed in-person in the MAPS office within 3 business days. Students are required to have their I-9 documents in hand to complete Section 2. Photos or copies cannot be accepted. For a complete list of what a student may use, they can refer to the USCIS I-9 webpage.

Your student hire is not permitted to work if they are not able to complete electronic onboarding on the day of hire and/or do not have the original documents readily available to complete in-person verification of Form I-9 within the compliance period.