Hiring & Onboarding Student Workers

Procedure

Prerequisites

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

[Must go through the Registrar’s office]

1. Hiring Manager requests Student Worker HR form

2. Hiring Manager emails Offer Letter to Student Candidate

1. Offer Letter Received by Student Candidate

   1. Offer accepted by Student Candidate

1. Background/Personal Data Verification

   1. 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

[Found in the candidate’s home account, where student applied for the position]

Failure to respond to these emails will delay the hiring process

Human Resources Department Appointment

• Appointments are

  • OPTIONAL for Level I Student Positions

  • REQUIRED for Level II Student Positions

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

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

   1. Appointment topics:

• Administer new hire paperwork

• Review important polices

• Instruct Workday time entry process and procedures

OPTIONAL documentation

• Provide two (2) legal forms of identification that comply with the I-9 Form requirements

  • Detailed information on acceptable documentation is available on the following link:

U.S. Citizenship and Immigration Services website.

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

• Documents may not be expired

• Must be original documents

  • Photocopies are not permissible

  • Originals will be returned to the student

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

1. NetID Account Activation

   1. 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.

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

• NetID information

• Account activation directions

• Workday Login instructions

1. Workday Electronic Onboarding Tasks

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

      1. 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

1. 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

Human Resources will reach out to the student when onboarding tasks need completion

WARNING – STUDENTS MAY NOT BEGIN EMPLOYMENT UNTIL ALL ONBOARDING TASKS ARE COMPLETE AND THE HUMAN RESOURCES OFFICE HAS PROVIDED EMPLOYMENT CLEARANCE. FAILURE TO COMPLY MAY AFFECT THE STUDENT WORKER’S START DATE AND THE ABILITY TO ENTER TIME WORKED.

I-9 Form Information

Under the Immigration Reform and Control Act of 1986, Florida Polytechnic University is required to verify the identity and work authorization of all new employees. As a federal contractor, Florida Polytechnic University also participates in E-Verify, the federal on-line verification system.

To comply with these requirements, on or before your first day of employment, you must complete Section 1 of Form I-9 that is an electronic form in the Workday system. Additionally, you must present original documents that verify your identity and work authorization within the first three (3) business days of your start date. If you fail to provide the appropriate documentation by the end of the third business day as required by law, you will be terminated until you can provide such documentation.

LISTS OF I-9 ACCEPTABLE DOCUMENTS - ALL DOCUMENTS MUST BE UNEXPIRED

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

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

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