Hiring Students

Resources for Hiring a Student Employee

Step 1: Vacant Position

The Hiring Manager should reach out to their Recruiting Consultant to initiate the process.
The Recruiting Consultant will collect the necessary information to start the process. You will need to, at this time, also provide the Recruiting Consultant with the names of all committee members. (With Careers, there is no "search chair" designation. Everyone will be listed as a committee member on the job posting.)

Step 2: Critical Hire Process

For staff positions over $40,000, you will have to complete the Critical Hire Justification Narrative and submit to Classification and Compensation. Classification and Compensation will submit for approval to the system office. Once they receive notification from the system office, the Hiring Manager will be notified and the Recruiting Consultant will move forward with posting the position.
If the staff position is under $40,000, it will have to go through the internal critical hire process. Classification and Compensation will submit for approvals internally. Once they receive notification that the Critical Hire Form has been approved the Hiring Manager will be notified and the Recruiting Consultant will move forward with posting the position.
All faculty positions over $40,000 must go through the internal Critical Hire Process. Department Head and above positions must be approved by the System Office. Faculty Critical Hire Justification Narratives should be sent to Lisa M Howard in HR.

Step 3: Approval Chain

The approvers will have a pending notification in recruiting self-service once the job opening gets to them.
Job aid: How to approve a job opening. (PDF)

Step 4: Applicant Review by Hiring Manager and Committee Members

The Hiring Manager and the Committee Members may review applications while the position is open, but must not contact any applicants for an interview until the position is closed from the website.
Job aid: How to review applicants (search committee). (PDF)

Step 5: Hiring Manager and/or Committee Interviews

Committee members can only view and print applications. The Hiring Manager will be responsible for moving applicants through the process including dispositioning them in the system.
Job aid: How to Review, Interview, and Reject Applicants (Hiring Manager) (PDF)

Step 6: Hiring Manager Prepares Job Offer for Selected Candidate and Dispositions Other Applicants

The hiring managers must put in budget information (budgeted amount and account string) in comments section.
Job aid: How to prepare job offer (staff, student, grad assistant). (PDF)
Job aid: How to prepare job offer (faculty). (PDF)

Step 7: Job Offer Approval

The approvers will have a pending notification in recruiting self-service once the job offer gets to them.
Job aid: How to approve job offer. (PDF)

The hiring manager will be notified when the candidate has accepted the offer.

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.

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.

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.