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Hiring Students

 

Hiring Students

In order to hire a student in Workday, you will need to have a Student Supervisory Organization in Workday and the appropriate security role access. View the Security Role Tip Sheet to learn about the different security roles available.

To request a Student Supervisory Organization, submit a Supervisory Organization Request Form to Workday HR. To request to add or change an employee's security role access in Workday, submit a Security Role Request Form to Workday HR.

If you are hiring a student who has never worked at UM before, you will need to complete the Hire business process in Workday by following the steps outlined in the Initiate Student Position and Add Job tab below.

You may also select a topic for additional information:

Student Pre-Hire Record

Students eligible to work have an existing Pre-Hire Record.

Pre-hire records are established for all students eligible for employment as a ‘Student’. There is NO full time registration requirement for the creation of a Student Pre-Hire record in Workday. In order for a student Pre-Hire record to appear in Workday the following must apply:

1. UM degree, admitted and enrolled student
2. Social security number is registered with the Office of the Registrar and exists in CaneLink
3. If the student was admitted to a degree program in the summer, then student is either enrolled in classes (no minimum number of credits) for the summer or the upcoming fall semester.
4. If the student was admitted to a degree seeking program starting in the fall, then the student has to be enrolled in classes and the record will be available 90 days prior to the first day of the fall semester.

Student pre-hire records are updated daily with program eligibility (I.e., Federal Work Study, Lead Miami, Student Assistant). You may locate a student's pre-hire record by typing the full name of the student in the Workday search bar and selecting "people." If you are unable to locate a student's pre-hire record after following the steps outlined in the Hire Student Tip Sheet, please contact the Office of Student Financial Assistance and Employment for assistance.

Initiate Student Position (Shell Job) and Add Job

There are three steps to follow when hiring a student who has never worked at UM:

(1) Initiate Student Position (Shell Job)
Initiating the student position (shell job) in Workday, is the first step in hiring a student employee. To initiate the student position, please follow the instructions in the Hire Student Tip Sheet.

(2) Ensure Student Completes Onboarding
After you initiate the student position, the student will need to complete the onboarding process in Workday which includes completing the Form I-9/E-verify. As a student supervisor, you are responsible for ensuring the student successfully completes the onboarding process.

Please note that Part 1 of the Form I-9 is to be completed on or before the start date. Part 2 of the Form I-9 must be completed within 3 days of the start date.

(3) Add Job
Once the Form I-9 is fully completed (Section 1 by the student and Section 2 by the I-9 verifier) you will then be able to go to the next step of hire process which is the Add Job business process. The Add Job business process needs to be submitted to ensure the student is fully hired and receives payment. Refer to the appropriate Tip Sheet for guidance on the Add Job business process.

You may track the status of the hiring business process for a student through the My Workday v2.0 Worklet. View the Workflow Tip Sheet for additional information.

Form I-9/E-verify

The Form I-9 verifies a student's legal right to work in the United States and must be completed in order to be hired. Part 1 of the I-9 is completed online in Workday by the student and Part 2 requires that the student brings in original documents to the I-9 verifier in your department.

It is important that you inform the student who the I-9 verifier in your department is so that Part 2 of the Form I-9 can be completed in a timely manner.

Most students present a US passport or picture ID such as a state driver's license along with an original Social Security card to complete Part 2 of the I-9, but there are additional requirements for international students. Click HERE for a list of other acceptable documents.

I-9 verifiers can refer to the following tip sheets for additional guidance:

Please note that Part 1 of the Form I-9 is to be completed on or before the start date. Part 2 of the Form I-9 must be completed by the I-9 verifier within 3 days of the start date.

International Students

International students are eligible for Student Assistants or Graduate Assistant positions. International Students must have a social security number on file at the Office of the Registrar before they can be hired in Workday. If the student does not have a social security number, they must apply for a social security number by completing the steps outlined in the ISSS Social Security Number Information page.

International students are not required to be enrolled during the summer unless they are completing their course of study during that period. They must be admitted in a University of Miami degree program and may work during the summer provided they have or will be enrolled in the fall semester. Students in F-1 or J-1 status, who are degree-admitted, may be employed on-campus during the academic year after verification of their employment eligibility through International Student & Scholar Services.

Students may contact International Student & Scholar Services with questions regarding status or employment authorization at (305) 284-2928 or visit the office located in the University Center, Suite 2275. They may also view the International Student Employment page or the ISSS Social Secuity Number Information page document for additional information.

Background Check Requirement

Prospective and current student employees who will work with children (summer camps, special projects, etc) or who process, transmit, or store credit card information as part of their job responsibilities are required to complete a background check (criminal background check) PRIOR to being hired. The student may NOT be hired in Workday for that position until the background check is completed and cleared.

Please complete the Background Check Form as follows:

Level 1 Background Check -required if the job duties include access to customer credit card information (process, transmit, or store credit card information).

Level 2 Background Check -required if the job duties include supervision, care and/or contact with minors (other than University of Miami students).

Once your candidate has cleared,the student manager will receive an email from the Office of Student Financial Assistance and Employment.

IMPORTANT: The student employee cannot be hired in Workday until the Manager and/or the contact person receives authorization of clearance.

Student Supervisor Training

We encourage you to view our brief online tutorial on Supervising Student Employees.

Workday training is available for student employee managers and business process initiators through ULearn.

Workday tip sheets for student employee managers and business process initiators are available online at Workday HR.

JobX training materials are available for student employee managers through this site.

 

If you are hiring a student who is currently working in another department and/or who has an active student position (appears under the Shell Job organization), then please following the guidelines in these tip sheets to hire the student:

Please note that students can only have one Federal Work Study job profile or one Miami Commitment/Lead Miami Sponsored Job profile. If you are a hiring a student in any one of these job profiles, they must not have an active assignment in Workday under these job profiles.

Form I-9/E-verify

Please note that students who completed a Form I-9 and were employment authorized more than one year ago will need to complete onboarding including the Form I-9.

The Form I-9 verifies a student's legal right to work in the United States and must be completed in order to be hired. Part 1 of the I-9 is completed online in Workday by the student and Part 2 requires that the student brings in original documents to the I-9 verifier in your department.

It is important that you inform the student who the I-9 verifier in your department is so that Part 2 of the Form I-9 can be completed in a timely manner.

Most students present a US passport or picture ID such as a state driver's license along with an original Social Security card to complete Part 2 of the I-9, but there are additional requirements for international students. Click HERE for a list of other acceptable documents.

I-9 verifiers can refer to the following tip sheets for additional guidance:

Please note that Part 1 of the Form I-9 is to be completed on or before the start date. Part 2 of the Form I-9 must be completed by the I-9 verifier within 3 days of the start date.

Background Check Requirement

Prospective and current student employees who will work with children (summer camps, special projects, etc) or who process, transmit, or store credit card information as part of their job responsibilities are required to complete a background check (criminal background check) PRIOR to being hired. The student may NOT be hired in Workday for that position until the background check is completed and cleared.

Please complete the Background Check Form as follows:

Level 1 Background Check -required if the job duties include access to customer credit card information (process, transmit, or store credit card information).

Level 2 Background Check -required if the job duties include supervision, care and/or contact with minors (other than University of Miami students).

Once your candidate has cleared,the student manager will receive an email from the Office of Student Financial Assistance and Employment.

IMPORTANT: The student employee cannot be hired in Workday until the Manager and/or the contact person receives authorization of clearance.

End Job and Terminations

If a student will not continue working in your department, you need to end the student employee's job assignment by completing the End Job Business Process. Follow the guidelines in these tip sheets to end the student's job assignment in Workday:

Terminations are performed by the Office of Student Financial Assistance and Employment for any student who has graduated the University and/or is no longer eligible for student employment.