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This is the hire process to use for an Undergraduate student who currently has another active job in Workday. Before beginning this process:
- Please engage with your student 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 Add Job 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.
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. For the next screen, you will see a list of active jobs currently held by the student (Note: the student might have additional jobs that have been submitted but still in process that will not be included in this listing).
- The details shown will include their dates of employment, schedule weekly hours and combined FTE.
- Please take a moment to review this information, a student CAN NOT exceed 20 hours weekly and Blended FTE of 50% Fall and/or Spring semesters.
- If the displayed End Employment Date is before your desired start date and there will be a gap in dates, please adjust your start date to prevent the gap or contact the Employment Team in the MAPS office to discuss the situation BEFORE you initiate the Add Job action.
- After you review the information displayed and everything lines up with allowable student hours and requested start date, to hire the student into an additional job, click Add Job.
5. The Add Job screen will appear. Enter the student’s hire date in the Hire Date field by typing the date or using the calendar view.
- If the student’s role requires a background check, please allow at least 10 business days for completion. The background check must be complete before a student is permitted to begin working.
- NOTE: Work study positions CANNOT begin before the first day of classes for the Fall semester.
6. In the Reason field, select Add Additional Job > New Assignment > New Position.
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: 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:
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Job Profile:
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Pay Type:
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When to Use:
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Undergraduate-Hourly
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Hourly
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Use for students paid from department funds/grants/projects. Cannot be paid using work study award
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Undergraduate-Stipend
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Stipends
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Use for students paid by set stipend amount, not hours worked. Cannot be paid using work study award
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Undergraduate – Resident Hall Director
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Stipends
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Use to pay Resident Life RAs. Cannot be paid using work study award
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Undergraduate-Work Study-Federal
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Work Study (Hourly)
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Use to pay students who have a Federal work study award
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Undergraduate-Work Study-Mines
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Work Study (Hourly)
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Use to pay students who have a Mines work study award
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Undergraduate-Work Study-Colorado Need
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Work Study (Hourly)
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Use to pay students who have a Colorado Need work study award
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Undergraduate-Work Study-Colorado No Need
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Work Study (Hourly)
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Use to pay students who have a Colorado No Need work study award
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9. For the Time Type field, 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 Location field should always be Colorado for student employment.
11. 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.
12. The Working Time section is where you will list the estimated Scheduled Weekly Hours for the student:
- 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
13.In the Additional 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.
14. First Day of Work The field auto fill to match the hire date.Do not change this date field.
15. The End Employment Date is the contract end date and 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 must be 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
NOTE: Work study must end on or before the end of the Spring semester or for Summer, no later than June 30th.
16. Scroll down to find the attachments field. Attachments are only required for Stipend positions. 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”.
17.Once the job/hire details are submitted, the Complete Questionnaire step will be up next. You will be asked the following questions:
- “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.
18. 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.
19. 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.
- 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.
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Work Study Award
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Column
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Worktag
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Colorado Need
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Project
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534203
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Colorado No Need
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Operating
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534207
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Federal
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Project
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533222
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Mines
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Operating
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262087
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21. 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.
22. After the Employment team in MAPS has approved your task entries, a Student Questionnaire will go to the student’s Workday inbox for them to disclose if they are an international student needing visa sponsorship. – if they answer Yes, a review step will go to the ISSS office.
23. Once the Student Questionnaire and ISSS review is completed, the next step will be in your Workday inbox. The Generate Document task for the offer letter (contract) will populate in your Workday inbox. Click Review and check the offer letter for accuracy prior to sending to the student. If the hire date, pay rate, and hours per week are correct, click Submit. If you notice an error on the offer letter, the letter CAN NOT be corrected at this point, please cancel the Add Additional Job process and initiate again.
24. The student will receive the Offer Letter (contract) in their Workday inbox and will sign in to accept. The student should open the PDF document to review their offer details. If everything is correct, they will check the I Agree box then click Submit. Please ask your student hire to be watching for this task in their Workday inbox, they must complete this task for the hire process to move forward.
25. The student will receive the Offer Letter (contract) in their Workday inbox and will sign in to accept. The student should open the PDF document to review their offer details. If everything is correct, they will check the I Agree box then click Submit.
26. 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 CANNOT 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.
27. Once the background check (if needed) is successfully submitted and cleared, the Add Job process is complete, and the position will be shown on the student’s employee profile in Workday.