- Policies: Supervisors and employees involved in recruiting and hiring should be very familiar with the University Policies. This will ensure that both the Supervisor and the Student Employee understand what the employee can and cannot do regarding hours, pay, responsibilities, etc.
- Interview Questions: Hiring managers will find best-suited and qualified candidate when the right questions are asked during the interview process. Prepare prior to an interview by identifying specific questions that best relate to the position. Download a list of sample interview quesitons.
- Finding the Right Applicant: Be deliberative in hiring by seeking to develop a thorough and critical understanding of candidates and a willingness to take the time necessary to find the best fit for the position and team.
- Screening Applicants: Finding the right hire starts with the application materials provided by each applicant. It is recommended that you focus on the content and how it relates to the job description rather than the format of the Cover Letter & Resume.
System Hiring Tips
- Direct Hire: As the supervisor, if you know the student that you are going to hire, you can use the Direct Hire Feature. This allows you to input the student’s I-number, pay rate, and hire date and directly hire them. For more details, view page 2 of the Hiring Student Employees tutorial.
- Hire: Option to hire a student(s) from the applicant pool.
- Decline: This feature provides the option to send an automatic professional e-mail informing the student(s) they were not selected for the position. This will automatically remove the applicant form the applicant pool.
- Save: This feature provided the option to save the applications of those you are interested in hiring for future semesters. (Note: an email is sent to the applicant when this is selected informing them that they have been declined for the current position but their materials are saved for future openings.)
- Mass Hire: This provides the ability to hire more than one applicant at a time with the same or different pay rates. More information is found on page 1 of the Hiring Student Employees tutorial.
- Pay Rates: Some student employment positions require additional leadership responsibilities or specialized skill sets; we recommend different pay rates for these positions. You may feel that some student employees in your office deserve a pay raise because of length of service or quality of service in your office, these types of pay raise decisions should be done within the department and with consideration of the department's budget.
System Posting Tips
- Job Requisition: As defined by Workday, a job requisition is a “Proposal for new job, which is created by certain users to open a position and to specify the characteristics tied to that position. Comparable to the current employment proposal.” The first step to hiring a student is to create a position for them to be hired into in Workday. Additional information and instruction can be found in the Job Requisition Tutorial.
- Job Board: This is where most students will be looking for open positions on campus. The Job Board provides a simple and effective means to review all of the application materials and organize candidates into Interview, Hire, or Decline categories. Although not required, it is recommended that the position be posted to the Job Board for student applications. The Job Board Tutorial provides instruction on how to use the Job Board to find the best candidate for the position.
- Start and End Posting Date: This option is found when posting to the Job Board, and automatically posts and removes the job posting by the dates inputted.
- Require Cover Letter & Resume: This provides the option to require applicants to attach a Cover Letter and Resume when applying to the job posting on the Job Board.
- Supplemental Questions: This option allows supervisors to add questions that are required for students to answer within the application.
- Security: Does the student employee have access to all computer systems that your office uses?
- Helpful Links: Visit the Helpful Links and Forms page to request keys, name plates, system access, and badges.
- Privacy and Information Security Training: All employees must complete the University Privacy and Information Security Training before they can begin working. The student will receive an email regarding this training no later than 24 hours after they have been hired.
- Job Duties: New employees should be trained on day-to-day tasks and job responsibilities to ensure the success of the employee and the department.
- Set Clear Expectations: By setting clear expectations and goals for your student employee, they will perform at a higher and more professional level.
- HR Professional Training: Have your student employee reach out to Human Resources to receive professional training in areas such as phone etiquette, email etiquette, professional conversations, etc.
- Employee Paperwork: Before your student employee can begin working, they must visit the Human Resources Office located in Kimball 226, with proper forms of identification to complete all employee paperwork.