Student Hiring for Spring 2025

Greetings!

It is time to start thinking about Spring Student Employment! Helpful Job Aid links are below and can also be found in our TDX services on the MAPS website (maps.mines.edu or using the MAPS Help Center icon).

Deadlines for Student Spring Hiring (includes Undergraduate and Graduate Students):

Undergraduate Student positions initial submission:

New student hiring submission deadline: 12/6/24
Undergraduate Contract Extensions submission deadline: 12/13/24
Contract Start dates no earlier than: 1/6/2025
Contract End dates no later than: 5/9/2025
NOTE ABOUT WINTER BREAK GAP – if your student employee will be working over break, the start date of the Job Change should be the day after the current Fall contract end date
- If the student is not working over break, a job change start date of 1/6/25 is acceptable if that will be their first day of work for the Spring semester.
Minimum wage is 14.81 per hour effective 1/1/2025

Graduate Student contracts:

New student hiring submission deadline: 12/6/24
Renewal contracts submission deadline: 12/13/24
Contract start dates for Spring: 1/2/25
Contract End dates for Spring: 5/15/25

Please Note:

No student is permitted to work under any circumstances until all hiring processes are completed.
Hiring Managers should have access to search a student by CWID in Workday instead of just by name……….this will prevent hiring an incorrect student that has the same or similar name.

Undergraduate Students with a Fall position in your supervisory org should have a contract extension submitted through a Job Change: https://helpcenter.mines.edu/TDClient/2657/maps/KB/ArticleDet?ID=152381

This is a streamlined process that is quicker than using the Student Add Job process that was launched at the beginning of the Fall semester!
- All position and pay information can be submitted in one step by the department
- The costing allocation step will still trigger as a separate task in your inbox except for stipend job change which won’t have this step
- An offer letter is generated by Workday that the student MUST accept to finalize the process (unless the position is paid by stipend which still requires an attached student contract form stipend job still gets offer letter)

New Hire Undergraduate Students will need to be hired using the Direct Hire process: https://helpcenter.mines.edu/TDClient/2657/maps/KB/ArticleDet?ID=147736

Backdating of start dates will not be allowed.
Onboarding is REQUIRED for new student hires and the Form I-9 must be completed BEFORE the new student hire starts any work, here is a link to the Student Onboarding process for students: https://helpcenter.mines.edu/TDClient/2657/maps/KB/ArticleDet?ID=151591
If a Background check is required – start dates should be AT LEAST 10 business days from your process initiation date to allow time for the background check to be completed. Please notify the student if a background check is required so they know to watch for an email regarding Orange Tree.
- Start date revisions will be necessary if the background check does not clear prior to the requested start date.
If you are new to hiring students and don’t have a Supervisory Org setup yet or you need to recruit for a student hire using an Evergreen req, please contact Sarah Smith in HR for assistance. (sarah.smith@mines.edu)

An Undergraduate Student that has another active position on campus outside of your supervisory org but will be new to your supervisory org should be hired using the Add Job process: https://helpcenter.mines.edu/TDClient/2657/maps/KB/ArticleDet?ID=151370

If a Background check is required – start dates should be AT LEAST 10 business days from your process initiation date to allow time for the background check to be completed. Please notify the student if a background check is required so they know to watch for an email regarding Orange Tree.
- Start date revisions will be necessary if the background check does not clear prior to the requested start date.

All Graduate Student Contracts are still processed through Onbase.

REMINDER:

If your student hire is required to complete a Form I-9, the onboarding tasks will be in the student’s inbox on their hire date and MUST be completed on their hire date to be in Federal compliance with the I-9 form. In addition, the Federal requirement requires new hires to complete an in-person verification of their original identification documents they use on their I-9 form within 3 business days of their hire date. Students must come to the MAPS office to complete this in-person verification with their original identification documents BEFORE they can start working, no photocopies or digital copies are accepted.
- If this Federal required timing is not satisfied, the student will be terminated until the I-9 is completed. Only after the I-9 form is completed can they be rehired. You will be included on all email reminders to the student and notified by email if a termination is necessary.
- Onboarding process for students: https://helpcenter.mines.edu/TDClient/2657/maps/KB/ArticleDet?ID=151591

A new Workday notification has been setup to trigger upon successful completion of the Form I-9 (in-person verification portion) that will go to Managers and anyone setup in the Admin Assistant role for that supervisory org

If you have a Fall student employee that will NOT continue to for you in the Spring semester, you should submit a separation notice using the Termination or End Job task in Workday.

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Students with a work visa will be required to set up a Sprintax account.
- Sprintax is used by payroll to determine the taxable status of an international student on a visa. MAPS will email the student the login details and send reminders as necessary.
Student Onboarding Home Contact Task error
- If the student tries to complete the Home Contact onboarding task and lists their personal email, the task will error. Student personal emails are not allowed in Workday, to resolve the error, the student needs to delete the personal email section of the Home Contact form

Workstudy Function code must be update from 1800 to the function code of the Worktag that will be used for workstudy overage/late submissions
- If Workstudy timecards are approved after the period payroll has been processed, the hours will be charged to your department worktag

How to check the status of a student hire / add job / contract extension in Workday:

Go to the employee’s profile – Job – Worker History