Student Hiring Process
Overview
Access essential guidelines, resources, and tools to support the hiring of student employees and graduate assistants. Explore policies, procedures, pay ranges, and other resources to help streamline the hiring process.
New managers who need additional guidance with the student hiring process are encouraged to contact Student Employment to schedule a one-on-one training session. These personalized sessions provide an opportunity to review the student hire process, ask questions, and gain a better understanding of the required steps and resources available to successfully hire and onboard student employees.
1. Post a Job
All job positions must be advertised through our designated online job portal, Handshake. To ensure our students have the information they need to make informed decisions, each job posting should include a detailed job description. Allow enough time for applications to be reviewed.
Before You Post a Job
- Confirm your funding source (department budget or Work-Study).
- Create or update job description.
- Submit a position approval request (including job description and funding).
Post Job on Handshake
Handshake is a user-friendly job hunting experience which gives you full control of which postings you would like to see. For more information, visit our Handshake page through Career Services.
What to Include In Job Posting
In order to have a precise and structured job posting, please include the following:
- Position Title & Department
- Duties & Qualifications
- Pay Rate
- Supervisor Contact Information
- Work-Study or Other Requirements
2. Candidate Selection: Reviewing Applications & Scheduling Interviews
Hiring Managers are encouraged to establish a structured interview process to evaluate student applicants and identify the best candidate for the position.
Allow adequate time to review applications and conduct interviews in a fair, consistent, and fair manner in accordance with Equal Employment Opportunity (EEO) practices. Interviews should include objective, job-related questions that assess an applicant’s qualifications and suitability for the role. Maintain thorough documentation of interview notes and selection decisions. Once a candidate is selected, notify the individual and begin the required hiring and onboarding processes.
3. Onboarding & Work Authorization
Onboarding your new student employee helps ensure a successful start in their new position and as part of your team. Please allow 7–10 business days for full processing of new student hires.
Delays may occur if required actions from the student or hiring department are not completed in a timely manner. Students are not eligible to work in their new department until the student has attended orientation.
Required Work Authorization Documents
I-9 Documents
- Students must bring original I-9 documents to Human Resources along with their application. Federal law does not allow copies or photos of I-9 documents to be accepted. Please see the list of acceptable documents for more information. I-9 Acceptable Documents
International Students
- Along with their I-9 documents, international students are required to bring:
- I-94
- Unexpired Passport
- Appropriate work authorization documentation from the Office of International programs
- For questions – contact Christine Pruitt.
Onboarding Requirements for Hiring Department
- Step 1: Initiate New Hire Through Kuali Form
- Hiring department must complete the Initiate to Hire Kuali form. Student will need to bring their application and I-9 documents to Human Resources.
- Step 2: Complete Workday Tasks
- Hiring departments are responsible for completing their Workday tasks for the hire to continue to process in the system. Unresponsive approvals will delay the onboarding process for the student.
- Hiring department cannot allow students to work in their department prior to attending New Employee Orientation provided by Human Resources. This includes department training.
- Step 3: Orientation – Human Resources
- Once the student and the hiring department has completed all of the Workday tasks, the student will receive a link to register for New Employee Orientation. Once the student registers for orientation, they will receive a Zoom link to their selected session. (New Employee Orientation for students takes place every Friday at 10a.m. and 2p.m.)
- Step 4: Department Training
- Hiring departments are required to provide department-specific orientation regarding roles, policies, and safety. This must take place AFTER the department has received an email from Human Resources stating that the student is “Cleared to Work“.
Onboarding Requirements for Students
- Step 1: Hiring Department Requirements
- Student will need to bring their application and I-9 documents to Human Resources.
- Step 2: Student Requirements
- Students will receive the following items in their student Tarleton inbox:
- Background Check
- Due within 24 hours of receiving link
- I-9
- Students who do not complete their I-9 on time will result in a change in hire date or termination of the hire in process.
- Onboarding Workday Tasks
- The student will receive two separate emails, one containing their one-time password and the other with their UIN number and instructions on how to log into Single Sign On (SSO) to access Workday
- Workday tasks are due prior to their hire date by 5pm.
- Orientation
- Once the above items have been completed, the student will receive a link to register for New Employee Orientation. Once the student registers for orientation, they will receive a Zoom link to their selected session. (New Employee Orientation for students takes place every Friday at 10a.m. and 2p.m.)
New Employee Orientation for Student & Graduate Assistant
Students: Student orientation is held every Friday via Zoom at 10:00am and 2:00pm.
Graduate Assistants: Orientation for GAs is held every Friday via Zoom at 10:00am only.
- Students transferring into a graduate assistant position are required to attend the GA orientation.
Failure to attend orientation will result in the student’s hire date being delayed. Continued delays may result in the offer being rescinded, requiring the onboarding process to be restarted from the beginning.
Prepare for Student’s Arrival
- Work Schedule: Determine (with input from the student) their work schedule and share the work schedule with the department’s timekeeper.
- Work Area/Equipment: Prepare the student’s work area with office supplies, space for them to work, etc. Order items or equipment that will be needed for the student to succeed.
- Communication: Send a message or introduction to coworkers so they know the student will be joining the team.
- First Day: Email the student with first day instructions:
- When and where they should arrive
- Dress Code
- Who will greet them on their first day
- Training: Create a training plan for your student employee
- TrainTraq: Student new hires must finish required online courses in 30 days via TrainTraq on Workday.
- Department Training: Hiring departments are required to provide department-specific orientation regarding roles, policies, and safety.
- Confidentiality: If you have a student that will have access to confidential information, it is important that they are aware this information cannot be shared outside of work.
Types of Student Titles
Accurate job titles and descriptions are crucial for effectively hiring and managing student workers. A primary goal of the new student employment framework is to provide a mechanism to professionalize student employment titles. We want their department specific titles to be more reflective of the work a student performs and demonstrates.
| Job Code Title | Job Title/Position Description |
|---|---|
| Student Worker I (U7621) | Department Front Desk, Facilities Attendant, University Tour Guide, Paper Grader |
| Student Worker II (U7622) | Secretary, Receptionist, Data Clerk, Lab Attendant, Computer Operator, Web Page Designer |
| Student Technician I (U7519) | Instructor Aide, Lab Attendant ll, Research Assistant, Grader |
| Student Technician ll (U7679) | Drafter ll, Illustrator ll, Engineering Technician, Systems Analyst |
Supplemental Instruction Leader Student Titles
| Job Code Title | Job Title/Position Description |
|---|---|
| Supplemental Instruction (SI) Leader I (U7685) | Town Hall Supplemental Instruction Leader |
| Supplemental Instruction (SI) Leader II (U7686) | Supplemental Instructional Leader II |
| Supplemental Instruction (SI) Leader III (U7687) | Senior Supplemental Instructional Leader |
Work-Study & Intern 2 Learn Student Titles
Federal Work-Study (FWS) and Texas College Work-Study are supported by the Federal and Texas Governments, and provide students with an opportunity to help cover educational expenses through part-time employment. Work-Study positions are available on-campus at numerous departments as well as off-campus at selected non-profit employers. Off-campus positions are community service-based employment positions that are part of the Community Service Work-Study Program.
Intern 2 Learn participants work as intern for faculty and staff in areas related to their academic program. Once a student gains experience they may receive pay increases. This program is designed to provide relevant work experience and qualifies as R.E.A.L. (Real World Experience Applied to Learning) internship.
| Job Code Title | Job Title/Position Description |
|---|---|
| State College Work-Study Student (U7659) | State CWS participant performing duties at levels similar to Student Worker I, II, or Technician I |
| Federal College Work-Study Student (U7650) | Federal CWS participant performing duties at levels similar to Student Worker I, II, or Technician I |
| Intern 2 Learn – Assistant Intern (U7646/U7655) | Entry-level intern, related to academic curriculum, basic organizational and interpersonal skills |
| Intern 2 Learn – Associate Intern (U7645/U7657) | 1-2 years experience; intermediate level, independent work, organizational and communication skills |
| Intern 2 Learn – Senior Intern (U7643/U7658) | 2-3 years experience; high-level independent work, excellent communication and organizational skills |
View the complete list of Student Job Titles and Classifications. This resource provides available positions to help guide your student hiring process.
Hiring Process FAQs
Who do I contact for assistance with Handshake
Contact Career Services for assistance with any Handshake questions.
Do student employees require background checks?
Yes, all employees must have a background check.
Can a student begin working before they attend orientation?
No. Student employees MUST attend orientation prior to training or working in their hired department.