International Graduate Assistant Registration
- Will Bowden
Working Group | Principal Process Owners Vice Provost, Admissions Director, Admissions | ||
Advisory Members
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Platforms Utilized | SalesForce CAMS Salesforce ODS(s) Data warehouse/ODS SUDS_Historical Database Cinchy CampusLogic | ||
Intended Viewer | ☒ Administrator ☐ Student ☒ General Staff ☐ Public User ☐ Faculty | ||
Status | ☒ Development | ☐ Review | ☐ Published (MM-DD-YYYY) |
Next Review (MM-DD-YYYY) | |||
End Result
In order to comply with state, and audit requirements, the university will ensure that all personal identification numbers will be scrubbed from university owned software for non-deposited students. This process will take place on a yearly basis.
Process
After an international student has:
Been accepted through Admissions
Enrolled in classes for the upcoming semester
Applied for a Graduate Assistant position on Workday
the student is sent an Employment Offer Letter prompting them to email ISS@floridapoly.edu.
The international student sends an email to ISS@floridapoly.edu
stating their acceptance of the Employment Offer and requesting their Form I-20. The Graduate Program
department receives the student’s Employment Acceptance email.
The Academic Affairs Office submits job requests and offer letters to hire
student workers (including the international graduate assistant) in Workday. Human Resources receives the Student Worker request in Workday.
The International Student Compliance Specialist [Roquiah Craft] contacts
the student to inform them of deadlines and the following next steps to retain employment and student status at Florida Polytechnic University.
The international student arrives in the U.S. at least one (1) week before
their Program Start Date, which is determined by their Form I-20. The Program Start Date is indicated by either of these following events:
Employee Orientation [Date of Hire]
Graduate Assistant Training
First Day of Classes
Two (2) business days after the international student’s Program Start Date,
they make an appointment with the nearest Social Security office.
When the international student arrives at their appointment at the Social
Security office, they apply for a Social Security Number [SSN] and are given
a Social Security receipt as proof of their pending SSN.
The international student submits a copy of the Social Security receipt to
the Registrar’s Office.
The Registrar’s Office files the copy of the Social Security receipt in a
confidential Microsoft Teams folder with limited access for only essential, need-to-know staff members in the Registrar’s Office and Human Resources department.
Human Resources assigns the international student a temporary SSN for
the student’s Workday account. The temporary SSNs will be formatted like these:
000-00-0001
000-00-0002
000-00-0003, etc.
The number will be adjusted so it is individually unique to the international student alone.
Human Resources will contact the student and notify them of their
temporary SSN, then progress their registration phase on Workday to the
‘Background Checks’ section.
Human Resources will also notify the Registrar’s Office and other stakeholders of the student’s temporary SSN
The Registrar’s Office will input the student’s temporary SSN into CAMS
The international student will complete registering their Workday account
using their temporary SSN.
The international student will be employed as a Graduate Assistant in
Florida Polytechnic University’s Workday tenant. The student is still responsible for staying in contact with the Social Security office to receive their official SSN.
Per federal regulation, the student has a 90-day deadline after their Date of Hire (see Step 5) to submit their official SSN or else their employment status will be terminated in Workday.
If an official SSN is not obtained within the timeframe, then other documentation can be received specified in the following link by the U.S. Citizenship and Immigration Services [a division of the United States Department of Homeland Security].
Human Resources sends out weekly [or bi-weekly] email reminders to the
international student to obtain their official SSN before the 90-day deadline approaches. The student will be notified more frequently as the deadline gets closer and closer.
The international student usually will obtain their official Social Security
card well before the 90-day deadline.
In the case that it is approaching within two (2) weeks or less of the deadline, International Students Inc. (ISI) can assist the student by providing transportation to the Social Security office to retrieve their official SSN.
The international student will then take their official Social Security card to
the Registrar’s Office.
The Registrar’s Office will replace the temporary (000-) SSN with the official SSN in CAMS.
The Registrar’s Office will upload a copy of the student’s official Social Security card into the confidential Microsoft Teams folder
(see Step 9) and delete the remaining Social Security receipt.
The Registrar’s Office will notify Human Resources of updated official SSN inside of confidential Microsoft Teams folder
Human Resources will use the official SSN to update the international
student’s Workday profile. Then, Human Resources will proceed to notify
the student and other stakeholders from Step 11a of the update made in
Workday.
Related Processes
SOP - Hiring & Onboarding Student Workers (Workday)
Revision History
Version # (v. 1.1) | Amendment Date | Author | Cause |
1.1 | 04-03-2024 | William Bowden (IT documentation & Training Specialist) | Publication |
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