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.

Video: Undergrad Student Hire - Manager Step 1 - Begin Student Hire Process

1. Navigate to your undergraduate hiring org by searching: UG STUDENT HIRING- Department (Name)

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, select Hire to continue.

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. 

NOTE: 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.

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.  

7. In the Employee Type field, select All > Student (Fixed Term). Or simply type “Student” in the box and hit enter. 

8. 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: If advertising and interviewing multiple candidates, 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 MAPS or Financial Aid to confirm. 

9. 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. 

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. The Default Weekly Hours will always be 40 as this is the maximum number of hours in a work week. Use the Scheduled Weekly Hours section to enter the number of hours per week the student will work. Once this is entered, the FTE percentage will be calculated.

12. The First Day of Work field will match the hire date.

13. The Continuous Service Date will match the hire date.

14. The End Employment Date is the contract end date. If the contract will only cover one semester, the End Date should be the last day of that semester.

NOTE: Summer work study must end on June 30^th.

15. 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, select the Offers category and enter a description. You can simply use "Employment Offer" as the description or enter the semester and year as shown below.

16. Once the job/hire details are submitted, it will go to MAPS for approval. If any changes are needed, the task will be sent back with a comment stating necessary updates. If everything looks correct, it will be approved, and the next task will populate in your Workday inbox.

Video: Undergrad Student Hire - MAPS Step 1 - Review and Approve

Video: Undergrad Student Hire - Manager Step 2 - Submit Compensation

17. Use the Propose Compensation Hire task to enter the hourly pay rate for the student. Once submitted, it will go to MAPS to ensure it falls within the acceptable pay range.NOTE: If a student is paid via Stipends, this task will not populate.


 

18. Click the Pencil icon to edit the hourly pay rate. Once the pay rate has been entered, Submit the task for approval.

Video: Undergrad Student Hire - MAPS Step 2 - Review Student Pay Rate

Video: Undergrad Student Hire - Manager Step 3 - Enter Costing Allocation

19. Once the pay rate has been reviewed and approved, 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.

20. In the Costing Allocation Details section, enter the worktag for the student’s pay. This task will go to MAPS for approval.

• 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 account 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. Workday will not allow you to enter a worktag in the incorrect field.

Video: Undergrad Student Hire - Manager Step 4 - Request Background Check

21. Next, the hiring manager or initiator will use the Complete Questionnaire task to request a background check for the student, if needed. For more information regarding which positions require a background check, visit the Mines HR website or if the position will be working with minors, visit the Compliance website.

Selecting “unsure” or “yes” will generate a background check request. Selecting “no” will skip this step and continue the process.

22. 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. Students are not permitted to begin working until the I-9 has been completed in the MAPS office. MAPS will provide a completion slip to the student notifying their supervisor they are cleared to begin working.

If you are experiencing any technical issues, please reach out to ITS. If you have questions about the student hiring process, please reach out to MAPS.

Video: Undergrad Student Hire - Student View - Review and Accept