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Will Bowden

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Platforms

Utilized

  • Workday

  • CAMS

Viewer Title(s)

  • Human Resources Coordinator

Status

☒ Development

☐ Review

☐ Published

(MM-DD-YYYY)

Next Review

(MM-DD-YYYY)

Procedure

...

Next Review

Table of Contents
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Prerequisites

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titleClick to see the details of the above-mentioned section

  1. A Job Requisition must be made in Workday for the Student Worker position to exist

  2. The student must submit an application for the job in Workday

  3. The student’s application must be moved into the Screening phase in Workday

...

  1. [Must go through the Registrar’s office]

  2. Hiring Manager requests Student Worker HR form

  3. Hiring Manager emails Offer Letter to Student Candidate

...

Procedure

1. Offer Letter Received by Student Candidate

a. Offer accepted by Student Candidate

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2. Background/Personal Data Verification

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titleClick to see the details of the above-mentioned step

a. Prior to the student’s start date, the student will receive an email covering the following:

  • Instructions on how to complete the background screening

  • Request verification of the following data:

    • Date of Birth

    • Social Security Number

...

Info

The data can also be found in the candidate’s home account, where the student applied for the position

...

Note

Failure to respond to these emails will delay the hiring process

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3. Human Resources Department Appointment

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titleClick to see the details of the above-mentioned step

Appointments are:

Info

OPTIONAL for Level I Student Positions

Note

REQUIRED for Level II Student Positions

a. Human Resources will initiate the student’s background screening

b. Once completed successfully, a Human Resources representative will schedule an appointment with the student

Appointment topics:

  • Administer new hire paperwork

  • Review important polices

  • Instruct Workday time entry process and procedures

OPTIONAL

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Documentation

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titleClick to see the details of the above-mentioned section

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      • [A copy of the list is provided at the end of this document]

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Warning

  • Documents may not be expired

  • Must be original documents

    • Photocopies are not permissible

    • Originals will be returned to the student

Note

I-9 Documentation is required three (3) days after first day of employment [“start date”]

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4. NetID Account Activation

a. Human Resources representative must follow up with ITS Platforms & Systems team to ensure student worker has NetID account set up and emailed with correct information.

b. The student will receive an email containing three important items:

  • NetID information

  • Account activation directions

  • Workday Login instructions

5. Workday Electronic Onboarding Tasks

a. The student must monitor the Workday Inbox closely for critical onboarding tasks requiring action

Personal Data

Citizenship, legal name

  1. Contact Information [verify prefilled data]

  2. Preferred Name Change

  3. Provide I-9 Documentation to HR [if not provided at background check, start date, or 3-day deadline after start date]

  4. Federal Holdings

  5. Direct Deposit [“Add Payment Elections” User Guide]

  6. I-9 Form

  7. ID Change

  8. Change Emergency Contacts

  9. Onboarding Documents

  10. Critical onboarding tasks are dependent

    1. Each task relies on other tasks to be performed before the entire action is complete

    2. Approving a series of tasks in Workday will generate another set of mandatory tasks requiring action

    3. Monitor the Workday Inbox and email closely

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Employees may present one selection from List A OR a combination of one selection from List B and one selection from List C.

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Related Processes

  • Use another bulleted list with these dash marks to attach hyperlinks of other policies/processes formatted like below.

  • Title of Related Business Policy/Process

Revision History

Version #

(v. 1.1)

Amendment Date

Author

Cause

1.1

04-23-2024

William Bowden

(IT Documentation & Training Specialist)

Publication

1

...