This process is used to hire a student employee. Note that a student must be currently enrolled to be eligible for student employment. For summer employment, the student must be enrolled for summer OR enrolled for the previous spring and the upcoming fall. Before you can hire students, Career Services will first need to create the student position in UNI Works.

1. View Hire Student Report

2. Hire New Student Employee

3. Change Organization Assignments (Change Cost Center)

4. Propose Compensation for New Hire

1. Add Additional Job Student

2. No Show

3. Correct Worker Start Date

Step 1: Using the search bar, type Hire Student and select the report.

Step 2: In the Student field, type the student's UID. If their name does not appear, they are not currently enrolled.

Step 3: The Supervisory Organization field auto-populates the supervisory organization of the manager completing this step. If needed, in the Supervisory Organization field, click the menu icon to select the appropriate supervisory organization for the new hire.

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Student Report: Step 3

Step 4: Click the OK button.

Step 5: Review the displayed information, including their Student ID, Academic Level, Work-Study Eligibility, and Expected Graduation Date.

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Student Report: Step 5

Managers should continue to use the GC10 Electronic Offer Form System for all graduate assistantship requests. Using the information within GC10, Graduate Studies will submit all the UNI Works transactions on behalf of the manager and route it for approval. The following steps cover how to hire a student employee.

Step 1: First complete Steps 1-5 in the View Hire Student Report section of this job aid, then to hire the student, click the Hire button. The Hire button appears when the student is not a current employee. 

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Hire Student: Step 1

Step 2: In the Hire Date field, type or click the calendar icon to select the date the hire will start. The First Day of Work field will default to the Hire Date. These dates need to match.

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Hire Student: Steps 2 and 3

Step 3: If the Reason field did not auto-populate, click the menu icon to select Hire Employee > New Hire.

Step 4: In the Position field, click the menu icon and search Positions without Job Requisitions to select the position for this new hire. You may select any of the listed positions as you will update the job title later.

Step 5: In the End Employment Date field, type the expected graduation date.

Step 6 (Required): In the Work Space field, click the menu icon and search Work Spaces by Building to select the building and room number.

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Hire Student: Step 6

Step 7: In the Job Details section, in the Job Profile field, click the menu icon to select the appropriate option. If the student has work study, select With Work-Study and then select Work Study-Federal, otherwise, select Suggested and then Student Employee Hourly.

Step 8: In the Job Title field, delete the default job title (ex: Student Employee Hourly or Work Study-Federal) and type a job title that is more descriptive (ex: Career Services – Front Desk). If this is a work study assignment, add "- WS" at the end. The Business Title will automatically update.

Step 9: In the Scheduled Weekly Hours field, type the number of hours for the new hire.

Step 10: In the Work Shift field, click the menu icon and select the appropriate shift for the new hire.

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Hire Student: Step 10

Step 11: Click the Submit button.

Step 12: A pop-up will display. Click Open to start the Change Organization Assignments task.

Step 13: Review the information in the Cost Center section. The cost center should reflect what department the student will work in. Update if necessary, by clicking the pencil icon and entering a different cost center. This will be their default cost center used for payroll as well. If a different account should be used, refer to the Assign Costing Allocation job aid after the student hire process is complete.

Step 14: Click the Submit button.

Step 15: A pop-up will display indicating "Success! Event submitted". Click Open to start the Propose Compensation Hire task.

Step 16: In the Propose Compensation Hire task, click the Make Changes button.

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Hire Student: Step 16

Step 17: In the Hourly section, click the related actions icon and select Edit to add the student employee’s compensation.

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Hire Student: Step 17

Step 18: In the Amount field, type the hourly rate.

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Hire Student: Step 18

Step 19: Click the Save button.

Step 20: In the Attachments section, click the Select files button to add supporting documentation.

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Hire Student: Step 20

Step 21: Click the Submit button.

A pop-up will display indicating "Success! Event submitted".