Student Hiring FAQs
How do I know if my student can begin working? How do they fill out paperwork?
MAPS is still utilizing the orange slip used pre-Workday to let supervisors and hiring managers know they have completed all necessary requirements and can begin working. Please be aware of the hire dates chosen when submitting an offer to a student. Students are still required by Federal law to have the Form I-9 completed within 3 days of hire, regardless of when they truly begin performing the functions of the job. So, if I student’s hire date is October 3rd, but they won’t actually report for duty until the 10th, they still must have their I-9 completed within 3 business days of October 3rd. MAPS no longer uses paper packets for student hiring – grad or undergrad. Please do not send students the link to a packet! We will not accept it! The grad contract authorization email has been updated with this new information. Please ensure the student is reading this thoroughly. Undergrads will have the onboarding tasks auto-populate in their Workday profile on their date of hire. They will have 5 initial tasks before Section 1 of the I-9 populates. After completing Section 1, they will visit the MAPS office with their I-9 documents to complete Section 2. The documents used for the I-9 must be in original form or certified copies. Photos, copies, and reproductions cannot and will not be accepted.
PLEASE DO NOT ALLOW A STUDENT TO BEGIN WORKING BEFORE THEIR HIRE DATE! THEY WILL NOT BE ABLE TO RECORD THEIR HOURS FOR TIME WORKED. STUDENTS SHOULD NOT BEGIN WORKING UNTIL THE FORM I-9 HAS BEEN SUCCESSFULLY COMPLETED.
Job Requisitions:
Job requisitions (job reqs, JR) and job req revisions are reviewed and approved by Student Life. The most important things they are looking at and reviewing are:
Reason: Recruiting>Post Internally Only
If submitting a revision, the reason will be: Edit Job Requisition > Administrative > Update Hiring Requirements
Recruiting Instructions: On Campus Posting (Student Jobs Only)
**Please note, this does not automatically post your job for you or ensure it is posted to the correct job board! You will still need to post the job once the req is approved.**
Job Posting Title: Name of Job – Type of Pay or Work Study
Undergraduate-PAY TYPE Position Title Work Study Type/No Work Study
Ex. “Undergraduate-Hourly MAPS Student Assistant Federal Work Study”
**Please note, there are 4 different types of work study awards. Students MUST be hired into the correct work study type to ensure they are paid from the correct fund. The 4 work study types are: Mines, Colorado Need, Colorado No Need, and Federal.**
Justification: Please include your worktag for pay or overage if Work Study
If using a different worktag for each student, be sure to include the worktag in the comments when submitting the offer. If splitting the payroll between multiple worktags, include each and the percentage allocated to total 100%.
Job Profile: Should match pay type.
If you are using students’ work study award, you will need one job req for each of the work study types! Students must be hired into the correct WS job profile to ensure their pay comes from the correct fund. The 4 WS types are: Federal, Mines, Colorado Need, and Colorado No Need. Confirm with the student the type of WS award they have before sending the info to a job req. This will ensure they don’t have to reapply if the wrong link was provided.
Time Type: Part Time
Full time is only allowed during the Summer.
Primary Location: Colorado
The primary location should ALWAYS be Colorado! Please do not use anything more specific. This is necessary for accurate payroll processing.
Primary Job Posting Location: Colorado
Scheduled Weekly Hours: 20 or less.
More than 20 is only permitted during the Summer.
Costing/Fund: This is like the timesheet org in Banner. Ensure you have the correct one chosen. The Fund is, more often than not, going to be “11 Operating”. This should populate automatically when choosing the org, but it may not.
One-Time Payment notification (Why is my student receiving a one-time payment?)
This is built into the hiring process for all students and faculty/staff hires. The student is not receiving a one-time payment. We skip this when it comes up. However, it is a good indication that your student is at the end of the hiring process and will appear in your Org soon.
Where is my student in the process?
Review your job requisition and candidate list to determine where your student is in the process. The hiring funnel will show you the number of students in each stage of the hiring process. You can click on each ribbon to expand and get more info about who is in what stage.
You can also open the “Candidates” tab and see all this information at once. The third column on the candidates tab will show you the step a student is in. If you see “review”, they have not yet begun the hiring process. If you see “Ready for Hire” or “Completion”, your student is at the final step and is either pending MAPS to finalize the hire or is fully hired.
Why can’t my student see the apply button?
The most common cause is the job is posted incorrectly. If you choose the “Internal” posting, a faculty member such as you or I can apply to the position. (A good rule of thumb is if you, as the hiring manager, can see the apply button, it is not posted for students to apply.) The correct job posting site is “On-Campus Student Job Board”. The following sample instructions were communicated to campus at the beginning of August and are extremely helpful to ensure the job req is posted for students to see and apply:
An alternative way to find the correct posting site is by simply typing “student” in the search box and hitting enter. This will automatically populate the correct job board. Please note, MAPS can only unpost a job for you. We don’t have the ability to post on your behalf.
Another, far less frequent, cause of students not seeing the job posting is it is simply not posted at all. To post, navigate to the job req and click on the “Job Postings” tab. Check the box next to the job req, and click post. Follow the above steps to have it posted for students to see.
Who does what within the hiring process?
The flow of the hiring process is as pictured below:
Why is my student’s time going to the wrong approver?
In short, your student is likely entering time on the wrong job. Another potential culprit is the access you have within your departmental structure. If you are not the immediate supervisor and/or do not have the “Administrative Assistant (Supervisory)” security role within Workday, you will not see time approvals for students. If you do have this security role, you will likely see time for all students in your department. Please note, the supervisor also has the approvals. If the supervisor approves it before you do, you may not see the approval come into your inbox.
If a student has multiple positions, they will need to toggle between them from their worker profile to review job title, supervisor, and pay rate. From these screens, they can also see the position number in the format P11XXXXXX that corresponds to each job. It is imperative students enter their hours on the correct job to ensure it is paid from the appropriate worktag. When entering time, the student will use the position number that corresponds to the job they are performing. They will use the Time Type: Worked Time (non-classified).
Grad contracts:
The hiring process for graduate students has not changed. Grad student positions can still be posted on DiggerNet for recruitment. Under no circumstances should a graduate student apply and be hired into a position within Workday. All grad contracts will still be submitted through OnBase and manually entered into Workday by the MAPS team. The only update to grad student hiring is they are no longer required to have a background check unless the scope of the work falls within a few categories (per the Mines HR background check policy):
- The student will be working in the following departments/areas:
- Department of Public Safety
- Office of the Registrar
- Residence Life
- Human Resources
- Legal Services
- Bursar’s/Cashier’s Office
- At the discretion of the department head
- The student will be working closely/directly with persons under the age of 18
- The student will be operating a motor vehicle
- The student will be working Athletics camps
Miscellaneous Helpful Tidbits:
- When creating a job req, add a few extra positions than what you think you may need! It’s better to have some extras lying around than having to create a whole new JR when you run out of openings to hire students into.
- Create your job reqs in advance! They can sit unposted until you need them. Also, the earlier you create the JR, the sooner you can hire the student. If you do not create the req until 10/10, but you want to hire a student on 10/5, you will not be able to do so.
- If you think you’ve submitted the same offer for a student multiple times, you probably have. Check for comments at the bottom of the page! We send back offer letters with necessary updates, or to let you know the student has applied to the wrong job req (usually due to work study award type).
- There is a big difference between unposting the job req and closing it altogether. Closing a job req is permanent. A new job req will need to be created if you close the one you’ve been using. Unposting a job just removes it from the job board so students can no longer apply. It can always be reposted if more recruiting is needed.
- When a job req is Filled, it will automatically unpost as there are no more available positions to hire anyone into.