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    Hiring Students

    Resources for Hiring a Student Employee

    • Resources for Hiring an Institutional Worker

      Hiring Process Guide

      Step 1: Posting Position

      1. The Hiring Manager should reach out to their Talent Acquisition Consultant to initiate the process.
      2. If necessary, the Hiring Manager will need to complete the Student Job Description Form and send it back to their Talent Acquisition Consultant for posting. At this time, you will also need to provide Talent Acquisition with the number of students needed to fill the position. 
        • Upon Review of job description, the Talent Acquisition Consultant may have additional questions prior to posting (e.g. proper account string if not provided, posting time, etc.)
        • Job Postings that are considered a Position of Trust will require a background check to be processed for each student hire.
      3. Talent Acquisition will post the requested position and send an email to the Hiring Manager, providing job title, position number, and job ID as well as two job aid attachments - Job Aid: How to Review, Interview, and Reject Applicants (Hiring Manager) (PDF) and Job Aid: How to Prepare Job Offer (Staff, Student, Grad Assistant) (PDF).

      Step 2: Student Applicant Review and Interviews by Hiring Manager

      1. The Hiring Manager may review applications and begin interviewing student applicants while the position is posted and open. However, all qualified student applicants must be considered.
      2. The Hiring Manager will be responsible for moving student applicants through the interview process, including dispositioning them in the system.

      Step 3: Hiring Manager Prepares Job offer for Selected Student Candidate(s)

      1. The Hiring Manager may be begin submitting job offers for student candidate(s) five (5) days after the position has been posted – job postings may remain open for applications if additional student hires are needed.
      2. In the comment section of the ‘Job Offer’ screen, Hiring Managers will need to provide necessary job information (account string, position of trust information, and end date) for Talent Acquisition to process the hire.
        • Before Hiring Manager is able to prepare and submit a job offer, the student’s disposition must be in an ‘Interview’ status.

      Step 4: Job Offer Approval

      1. The Talent Acquisition Consultant will process the submitted job offer and send the Hiring Manager an email with approved details for the student hire – approved start date and salary.
      2. Upon receiving the email from Talent Acquisition, the Hiring Manager may extend a verbal offer to the student, but not prior to this step.
      3. When the Hiring Manager has received Verbal Acceptance from the student candidate, the job offer will be sent for approval to Department Head/Supervisor of the Hiring Manager.
        • Grants & Contracts will be included for student positions being funded by grants.
      4. Approvers will have a pending notification in Recruiting Self-Service once the job offer is routed to them - Job Aid: How to Approve Job Offers (PDF).
      5. The Talent Acquisition Consultant will be the last approver and will post the Student Offer Letter upon approval and notify Hiring Manager.
        • To accept the offer letter, students will need to log into their Careers Account, where they applied for the position, to formally accept the job offer.
      6. Once student has accepted, the Hiring Manager will be notified via automated system email.

      Step 5: Background Check Process

      1. For positions that are classified as a Position of Trust, a background check will be initiated by Talent Acquisition once offer letter is accepted, for applicable students.
        • A background check will not need to be completed if there is a valid background check on file.
      2. An email will be sent to the student (using the email address on file from their application) from the background check vendor Accurate with instruction to complete the needed forms/documents.
      3. Once the forms are completed by the student, the Talent Acquisition Consultant will receive an email notification and the background check will begin pending.
        • Please allow 7-10 business days for the background check to be processed and completed.
      4. An email will be sent to HR and the Hiring Manger from Talent Acquisition upon completion and will include official start date and onboarding verification (if applicable for student to complete).

      Step 6: Onboarding Process

      1. For applicable students (New and Rehire students), onboarding will be initiated, and two emails will be sent to the student (using the email address on file from their application). Student will receive an email from the onboarding vendor Equifax with instructions to complete the needed forms/documents. Students will also receive an email from HR with an appointment time and date to bring Acceptable I9 Documents into the Human Resources office – only original/hardcopies of documents can be accepted.
        • For student being hired into a position that does not require a background check, they will be moved into this step by Talent Acquisition upon accepting their offer letter.
        • Students will need to bring in their I9 documents no later than the third business day of their hire. If not received at the end of the third business day, the student will need to stop working until this requirement is completed.
      2. Upon completing the onboarding documents, the student hire will be moved into a ‘Ready’ disposition status to indicate they are ready to be hired into the position.
        • Once a student is hired, they will receive an email from IT within 1-2 business days with their staff credentials. However, students will not have access to OneUSG login until their listed Start Date.

      Step 7: Closing Out Job Posting

      1. Once all student job offers have been submitted for the position, the Hiring Manager will need to disposition all remaining student applicants into a Reject status, with a reason selected.
      2. For all rejected applications, a ‘Position Filled’ email will be initiated and sent to all remaining applicants by Talent Acquisition.
      3. When the last student has been hired into the system, the job opening will automatically change to a ‘closed’ status.
        • The job opening will remain in an ‘open’ status until all students are hired.
    • How to Request a Federal Student Worker

      Hiring Process Guide

      Step 1: Posting Position

      1. The Hiring Manager should go to the Financial Aid home page within myUNG (Login required to request the student worker). The Hiring Manager will click ‘Federal Work Study’ and complete the FWS Position Request Form to request a position.
      2. Once submitted, Financial Aid will review the request and approve or deny the request.
        • Upon approval, HR will be notified via email from Financial Aid.
        • If denied, Financial Aid will contact the department with this information.
      3. Talent Acquisition will post the requested position sent from Financial Aid and send an email to the Hiring Manager and the Financial Aid representative, providing job title, position number, and job ID as well as two job aid attachments - Job Aid: How to Review, Interview, and Reject Applicants (Hiring Manager) (PDF) and Job Aid: How to Prepare Job Offer (Staff, Student, Grad Assistant) (PDF).
        • Positions that are considered a Position of Trust will require a background check to be processed for each student hire.

      Step 2: Student Applicant Review and Interviews by Hiring Manager

      1. The Hiring Manager may review applications and begin interviewing student applicants while the position is posted and open. However, all qualified student applicants must be considered.
      2. The Hiring Manager will be responsible for moving student applicants through the interview process, including dispositioning them in the system. 

      Step 3: Hiring Manager Prepares Job offer for Selected Student Candidate(s)

      1. The Hiring Manager may be begin submitting job offers for student candidate(s) five (5) days after the position has been posted – all Federal Work Study positions will remain open until the designated time provided by Financial Aid or until all needed positions are filled.
      2. In the comment section of the ‘Job Offer’ screen, Hiring Managers will need to provide necessary job information (position of trust information and end date – account string can be listed as ‘FWS’) for Talent Acquisition to process the hire.
        • Before Hiring Manager is able to prepare and submit a job offer, the student’s disposition must be in an ‘Interview’ status.

      Step 4: Job Offer Approval

      1. The Talent Acquisition Consultant will process the submitted job offer and send the Hiring Manager and Financial Aid representative an email with approved details for the student hire – approved start date and salary.
      2. Upon receiving the email from Talent Acquisition, the Hiring Manager may extend a verbal offer to the student, but not prior to this step.
      3. When the Hiring Manager has received Verbal Acceptance from the student candidate, the job offer will be sent for approval to Financial Aid and Department Head/Supervisor of the Hiring Manager.
        • If a student is not eligible for FWS, Financial Aid will send an email notifying Talent Acquisition and the Hiring Manager, at which point the job offer will be terminated/deleted and an Institutional Student Position can be posted if the Hiring Manager and department wishes to continue hiring the student.
      4. Approvers will have a pending notification in Recruiting Self-Service once the job offer is routed to them - Job Aid: How to Approve Job Offers (PDF).
      5. The Talent Acquisition Consultant will be the last approver and will post the Student Offer Letter upon approval and notify Hiring Manager.
        • To accept the offer letter, students will need to log into their Careers Account, where they applied for the position, to formally accept the job offer. 
      6. Once student has accepted, the Hiring Manager will be notified via automated system email.

      Step 5: Background Check Process

      1. For positions that are classified as a Position of Trust, a background check will be initiated by Talent Acquisition once offer letter is accepted, for applicable students.
        • A background check will not need to be completed if there is a valid background check on file
      2. An email will be sent to the student (using the email address on file from their application) from the background check vendor Accurate with instruction to complete the needed forms/documents.
      3. Once the forms are completed by the student, the Talent Acquisition Consultant will receive an email notification and the background check will begin pending.
        • Please allow 7-10 business days for the background check to be processed and completed.
      4. An email will be sent to HR and the Hiring Manger from Talent Acquisition upon completion and will include official start date and onboarding verification (if applicable for student to complete).

      Step 6: Onboarding Process

      1. For applicable students (New and Rehire students), onboarding will be initiated, and two emails will be sent to the student (using the email address on file from their application). Student will receive an email from the onboarding vendor Equifax with instructions to complete the needed forms/documents. Student will also receive an email from HR with an appointment time and date to bring Acceptable I9 Documents into the Human Resources office – only original/hardcopies of documents can be accepted.
        • For student being hired into a position that does not require a background check, they will be moved into this step by Talent Acquisition upon accepting their offer letter.
        • Students will need to bring in their I9 documents no later than the third business day of their hire. If not received at the end of the third business day, the student will need to stop working until this requirement is completed.
      2. Upon completing the onboarding documents, the student hire will be moved into a ‘Ready’ disposition status to indicate they are ready to be hired into the position.
        • Once a student is hired, they will receive an email from IT within 1-2 business days with their staff credentials. However, students will not have access to OneUSG login until their listed Start Date.

      Step 7: Closing Out Job Posting

      1. Once all student job offers have been submitted for the position, the Hiring Manager will need to disposition all remaining student applicants into a Reject status, with a reason selected.
      2. For all rejected applications, a ‘Position Filled’ email will be initiated and sent to all remaining applicants by Talent Acquisition.
      3. When the last student has been hired into the system, the job opening will automatically change to a ‘closed’ status.
        • The job opening will remain in an ‘open’ status until all students are hired.
    • Resources for Hiring a Graduate Assistant

      Hiring Process Guide

      Step 1: Posting Position

      1. The Hiring Manager should reach out to their Talent Acquisition Consultant to initiate the process.
      2. If necessary, the Hiring Manager will need to complete the Graduate Assistant Job Description Form (PDF) and send it back to their Talent Acquisition Consultant for posting. At this time, you will also need to provide Talent Acquisition with the number of students needed to fill the position. 
      3. Upon Review of job description, the Talent Acquisition Consultant will schedule a Teams Meeting with the Hiring Manager to discuss the minimum requirement, screening questions, posting time, etc.
        • For Hiring Managers requesting Exempt, monthly paid Graduate Assistant positions, the job description will be sent to Compensation for approval prior to posting.
        • Talent Acquisition will request position numbers and screening questions before creating the job posting.
        • All Graduate Assistant positions require either 1 of 2 background checks – ‘Education Only’ for positions that are not a position of trust or ‘Position of Trust + Education’ for positions that are considered a position of trust.
      4. Talent Acquisition will create the job posting for the requested position and send the job out to the needed approval chain. The Talent Acquisition Consultant will be the last approver.
      5. Upon final approval and job opening, an email will be sent out to the Hiring Manager, providing job title, position number, and job ID as well as two job aid attachments - Job Aid: How to Review, Interview, and Reject Applicants (Hiring Manager) (PDF) and Job Aid: How to Prepare Job Offer (Staff, Student, Grad Assistant) (PDF).

      Step 2: Graduate Student Applicant Review and Interviews by Hiring Manager

      1. The Hiring Manager may review applications and begin interviewing graduate student applicants while the position is posted and open. However, all qualified student applicants must be considered.
      2. The Hiring Manager will be responsible for moving student applicants through the interview process, including dispositioning them in the system.

      Step 3: Hiring Manager Prepares Job offer for Selected Student Candidate(s)

      1. One the position has closed for applications, the Hiring Manager may be begin submitting job offers for graduate assistant candidate(s).
      2. In the comment section of the ‘Job Offer’ screen, Hiring Managers will need to provide necessary job information (account string, position of trust information, tuition waiver information, and end date) for Talent Acquisition to process the hire.
        • Before Hiring Manager is able to prepare and submit a job offer, the student’s disposition must be in an ‘Interview’ status.

      Step 4: Job Offer Approval

      1. The Talent Acquisition Consultant will process the submitted job offer and send the Hiring Manager an email with approved details for the student hire – approved start date and salary.
      2. Upon receiving the email from Talent Acquisition, the Hiring Manager may extend a verbal offer to the student, but not prior to this step.
      3. When the Hiring Manager has received Verbal Acceptance from the student candidate, the job offer will be sent for approval to the previous approval chain for the job posting.
        1. The Grants & Contracts department will be included for graduate assistant positions being funded by a grant.
      4. Approvers will have a pending notification in Recruiting Self-Service once the job offer is routed to them - Job Aid: How to Approve Job Offers (PDF).
      5. The Talent Acquisition Consultant will be the last approver and will post the Graduate Assistant Offer Letter upon approval and notify Hiring Manager.
        • To accept the offer letter, students will need to log into their Careers Account, where they applied for the position, to formally accept the job offer.
      6. Once student has accepted, the Hiring Manager will be notified via automated system email.

      Step 5: Background Check Process

      1. A background check will be initiated by Talent Acquisition once offer letter is accepted, for applicable graduate assistants.
        • A background check will not need to be completed if there is a valid background check on file.
      2. An email will be sent to the graduate assistant (using the email address on file from their application) from the background check vendor Accurate with instruction to complete the needed forms/documents.
      3. Once the forms are completed by the graduate assistant, the Talent Acquisition Consultant will receive an email notification and the background check will begin pending.
        • Please allow 7 - 10 business days for the background check to be processed and completed.
      4. An email will be sent to HR and the Hiring Manger from Talent Acquisition upon completion and will include official start date and onboarding verification (if applicable for student to complete).

      Step 6: Onboarding Process

      1. For applicable graduate assistants (New and Rehire graduate assistants), onboarding will be initiated, and two emails will be sent to the graduate assistant (using the email address on file from their application). Graduate Assistant will receive an email from the onboarding vendor Equifax with instructions to complete the needed forms/documents. Graduate Assistant will also receive an email from HR with an appointment time and date to bring Acceptable I9 Documents into the Human Resources office – only original/hardcopies of documents can be accepted.
        • Graduate Assistants will need to bring in their I9 documents no later than the third business day of their hire. If not received at the end of the third business day, the student will need to stop working until this requirement is completed.
      2. Upon completing the onboarding documents, the graduate assistant hire will be moved into a ‘Ready’ disposition status to indicate they are ready to be hired into the position.
        • Once a graduate assistant is hired, they will receive an email from IT within 1-2 business days with their staff credentials. However, graduate assistants will not have access to OneUSG login until their listed Start Date.

      Step 7: Closing Out Job Posting

      1. Once all graduate assistant job offers have been submitted for the position, the Hiring Manager will need to disposition all remaining applicants into a Reject status, with a reason selected.
      2. For all rejected applications, a ‘Position Filled’ email will be initiated and sent to all remaining applicants by Talent Acquisition.
      3. When the last graduate assistant has been hired into the system, the job opening will automatically change to a ‘closed’ status. 
        • The posting will remain in an ‘open’ status until all students are hired.
    • How to Rehire a Current Student worker

      Students that are rehires for your department do not have to apply online.

      If the student is currently working in your department, in order to rehire them for the following semester, you must complete a Student Work Agreement Rehire Form.

      • Student Work Agreement Rehire Form

    Frequently Asked Questions (FAQs)

    • What if a student worker already works for me? Do I have to post it?

      If he/she has worked in your department already and the job is the same, then you just need to do the student rehire process.

      • Student Work Agreement Rehire Form
    • Do I have to have a posting for each position even if it is the same work?

      No – if it is the same work being performed, by more than one student worker, then you just need to post one position and hire as many student workers as you need.

    • Who determines the pay rate for student workers?
      The Department determines the rate.
    • Do departments have control over which documents are required of students who are applying? Must they have recommendation letters?

      Documents required for all student postings will include an application, cover letter.  This ties into Student Affairs mission to improve the student employment experience.  If a department wants to add additional documents, or tweak the applicant process to include specific questions, the system can accommodate these requests and HR will work with the departments to program those requests in during the posting process.

    • If students have already been hired for Spring, do we need to do anything?
      No.
    • If a student worker is going to be an assistant for multiple sections, does that mean the student worker will have to complete multiple applications?

      No, you just need one posting for multiple sections and just one application by the student.

    • What if we need more than one student assistant in a lab course? Can more than one be hired for the same position?
      Yes.
    • How many postings do I need if I need assistants for multiple sections of a class?

      No. By making postings general and including multiple sections of class (ex BIOL 1101, BIOL 1102) only one posting is required and applicants will only receive one rejection notice if they are unsuccessful in all the sections filled.  If the sections require different types of experience, then a separate posting for the other sections may be necessary.

    • Hiring Forms & Information

       

      Verification

      • Employment Eligibility Verification Form I-9
      • Security Questionnaire

      Hiring

      • Outside Activities and Conflict of Interest or Commitment of Disclosure Statement
      • Personnel Action Form (Login Required)
        • For assistance with this form, please refer to the PAF Instructions (PDF)
      • If you are rehiring a retiree, please contact benefits@ung.edu. 
      • Relocation Policy Guidelines
      • Relocation Expenses Form
      • Student Work Agreement
      • Student Worker Early Termination Form (myUNG)

      Information

      Pay Calendar
      Equal Opportunity Statement
      Georgia Defined Consolidation Plan (GDCP)
      Right to Know
      Sexual Harassment
      UNG Use of State Property, Confidentiality, & Drug-Free Campus Statements
      What is OneUSG Connect?
      Who do I contact about OneUSG Connect issues?
      Workers' Compensation Employee Brochure

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