Student Hiring and Onboarding

HIRING

1. Login to Workday

2. Enter View Open Positions- With Profile in search bar

3. A box will pop up with your supervisory organization pre-populated. Click OK.

4. Find an open position that matches the job profile with that of the work-study award offer the student presents to you.  

5. Click the related actions icon at the end of the unfilled Position Number (Under the Position or Hiring Restrictions Column) 

6. Hover over Hire, then Click on Hire Student

• If student is not currently employed click on Hire. 

•  If student already has a job, click on Add Job to add an additional job for the student

7. Enter a Hire Date 

8. Enter First Day of Work

9. Select a Reason for Hire Employee

a. Hire Employee > Hire (Start on or After 16th)

b. Hire Employee > New Hire

c. Hire Employee > Rehire

10. Position (mostly everything is pre-populated)

Verify information and anything with a red asterisk must be filled. 

• Position - This is the students position number

• Employee Type - Should always have Student (Fixed Term) 

• End Employment Date - Enter an End Employment Date

1. If your student employee is working from beginning of Fall semester through the end of Spring semester, enter the End Date of Spring semester

2. If your student employee is working for only one semester, enter the End Date of that semester. 

• Location - Location where student employee will be employed 

 11. Job Details

• Job Profile - This should match the students award offer

• Job Title - You are required to change the Job Title, then click the tab key on your keyboard 

• Business Title - This should match the Job Title

• Pay Rate Type - Should always be Hourly

(none of the remaining fields in this section need to be completed) 

12. Working Type

• Time Type - Should always remain Part Time

• Scheduled Weekly Hours -

  • 1. Federal or State Work Study Funds - 10 hours per week 

    2. Institutional Work Study Funds - may vary based on student's award 

    3. Campus Employment - No more than 20 hours per week.

(none of the remaining fields in this section need to be completed) 

13. select the Pay with Work Study if student is using Federal or State funds

14. Click Submit

Next Step: Goes to Student Employment for Eligibility (once approved, continue steps)

15. Open the Propose Compensation Hire task

16. Scroll to the Hourly section, this is defaulted to minimum rate.  To change, click the pencil icon to edit the hourly amount. Hourly amounts must meet minimum wage requirements

17. Click Submit

14. Open the Organization Assignment task

15. Verify the organizations are correct for the position. If the cost center needs to be corrected, use the pencil icon to edit.

Goes to Student Employment for Review (once approved, go to next steps)

ONBOARDING

1. Open the Onboarding Setup task in your workday inbox.

2. Customize the Onboarding message for your new hire.

3. Add People to Meet and Helpful Contacts. This could be other members of the team, a department leader, or an employee in your area with seniority. There will be a notification sent to people you choose, to let them know a new hire may be reaching out.

You have the option to NOT notify the student by unchecking the Notify box.

4. Click Submit to initiate Onboarding for the student worker

Student is up next!

The student receives employee onboarding tasks in their Workday inbox. The following task will appear for the student to complete

★I-9 (two-step process) 

★Federal Withholding Elections

★State Withholding Elections

★Review Documents

1. ASU Drug Fee Workplace Policy

2. ASU Safety Guidelines

3. ASU Violence in the Workplace Policy

Students must complete and submit all!

It then routes back to the Supervisor / Manager to complete Section 2 of I-9 form

5. Open the I-9 form in your Workday inbox. 

6. Scroll to section 2 and input required details for the identification documents uploaded by the student.  (Student should present their original documents to you in person for verification)

Please note:  Workday will only allow appropriate documents to be chosen from each list (eg., Driver's License is part of List B and Social Security Card is part of list C). 

7. Enter First Day of Employment and complete the Signature of Employer or Authorized Representative section

8. Click Approve

Not Seeing What You Need?  To Request a Job Aid, Click Here.

Need Help?  Visit our Getting Help Page 

Functional Office Contact for this Page

Financial Aid Office 

719-587-7306

studentemployment@adams.edu