This tip sheet provides a general introduction to hiring students in PeopleSync. We recommend that you review this tip sheet prior to processing any transactions.
Student Pool Job and SIS
All student employees have a primary job in PeopleSync. This is commonly referred to as the Student Pool job and sits in the New York University Student Pool supervisory organization.
This job is created in PeopleSync through an integration with SIS, the system of record for student status at NYU.
The student pool job has several functions:
- The record sits in a centrally visible supervisory org, New York University Student Pool, therefore, all HR personnel may view the record in order to hire the student.
- For graduate students, it holds important information on Union eligibility.This impacts job profile selection and hourly minimum guidelines.
- It indicates if a student is an undergraduate or graduate. This impacts job profile selection and hourly minimum guidelines.
- The record prevents HR from hiring student/creating an employee record for the student as this is created automatically by SIS. Instead, HR will process an Add Additional Job transaction when appointing a student into a job. Important: HR does not use the Hire transaction to hire students.
undergraduates vs graduate student record
In PeopleSync, the term Undergraduate student employees generally refer to NYU students enrolled in Undergraduate programs and work in Work Study, Non-Work Study, and America Reads jobs at NYU.
When an undergraduate student completes the form through Albert indicating they are interested in working at NYU, they are added to the New York University Student Pool. This record will display either a Federal Work Study (STNT01) or Non Federal Work Study (STNT03) job profile.
You will see the following on the Summary tab for an Undergraduate Student’s Pool Job:
| Organization: | New York University (Hamilton, Andrew D) >> New York University Student Pool (NYUStudent) |
| Job: | 7 digit job #. For example, 5432156 Student (Federal Work Study) or 7654321 Student (Non-Work Study) |
| Business Title: | Student (Work Study) or Student (Non-Work Study) |
| Job Profile: | STNT01 – Student (Federal Work-Study) or STNT03 – Student Non -Federal Work Study |
Graduate student employees refer to students who are enrolled in a Masters or Doctorate program and they are automatically added to the New York University Student Pool. This job will display Graduate Employee Pool Job (STNT04) job profile.
You will see the following on the Summary tab for Graduate Student’s Pool Job:
| Organization: | New York University (Hamilton, Andrew D) >> New York University Student Pool (NYUStudent) |
| Job: | Job # and Title. For example, 5678910 Graduate Employee Pool Job |
| Business Title: | Graduate Employee Pool Job |
| Job Profile: | STNT04 – Graduate Student |
Job Management Staffing Model
Students are part of the Job Management staffing model in PeopleSync. This means jobs and job requisitions are not created and approved prior to hiring.
supervisory organizations
You will add the jobs to a supervisory organization (sup org) that is designated for student job. Most schools have appended the name of the sup org with “Student” or “Student Workers” etc. For example, International Relations (Student Workers) (Doe, Paula) (WS1000).
Add Job Transaction
To appoint a student use the Add Job transaction. As mentioned earlier the Hire transaction is never used for the student population. Add Job routes to the HR Partner and Finance Partner for review and approval.
Below is a list of tip sheets for adding jobs by type of job:
Add Hourly Job – Graduate Students
Add Hourly Job – Undergraduate Students and Non-BUE Graduate Students
Add Student-Related Job (e.g. TA, RA, GA) – Graduate Students
Job Profiles
To create a job you will select a Job Profile listed in one of the following Job Families: Workstudy and Non-Workstudy, Student-Related, or Adjunct Faculty.
The selection of Job Profile is dependent on whether the student is an Undergrad or Graduate, as well as (for Graduate Students), bargaining unit eligibility. The tip sheets on each transaction type will assist in making the correct job profile selection. You can also refer Refer to the Student Job Matrix for a complete list of student job profiles and descriptions.
Union Eligibility (Graduate students)
Before offering a job to a graduate student, you should first determine whether the student is already bargaining unit eligible or will be bargaining unit eligible due to the job you are about to offer. Union information is listed in the Personal Tab and includes custom ids indicating eligibility on a semester by semester basis.
I-9 verification
The Wasserman Student Center will be responsible for supporting student employee onboarding, including I-9 Verification for students that apply through Albert. These guidelines are provided on the On-Campus Employment page.
Student Employee Pre-Hire Activities & Hiring
Prior to hiring a student employee, you should complete the pre-hire activities.
- Locate the student’s New York University Student Pool employee profile page by searching for the student’s name or N# in PeopleSync’s Search bar.
- First, note which job profile is assigned to the student’s primary job in the New York University Student Pool to determine the student’s Work Study status. You may also run the Work Study Low Balance report in PeopleSync to determine the student’s Work Study balance as of the last payroll run. For additional information on running reports in PeopleSync, refer to the Reporting in PeopleSync tip sheet.
- The initiator must ensure the student has completed their I-9 information and it has been processed in PeopleSync.
- For students who have entered their I-9 information in PeopleSync and had the necessary supporting documentation verified by a Student Employment Partner in Wasserman, the HR Partner or HR Analyst will see the status of the verification on the Personal tab of the student’s profile page under the Form I-9 IDs tab.
- For students who have completed their I-9 Form and had it validated by Wasserman prior to April 2014, verify the student has a valid I-9 by checking the Additional Data section of the Student’s employee profile page in PeopleSync
- If you find that the student you wish to hire has not completed the necessary information in PeopleSync, you should instruct them to complete Section 1 of the I-9 Form in PeopleSync and take the necessary supporting documentation to Wasserman prior to adding a job in your organization
- Once the I-9 has been verified, the Initiator should review the student’s Organizations tab to note:
- FERPA: The student’s FERPA status is brought into PeopleSync from SIS. If the student has Yes for their FERPA assignment, this should be replicated when completing the Add Additional Job process to hire the student in your school/unit
- Region: The region denotes the check location for the student if the student is not using Direct Deposit. If you are adding the first job to the student in PeopleSync, you should update the student’s check location using the Change Organization Assignments process. For additional information, refer to the tip sheet. If the Region has been updated for the student employee, the same Region should be selected when adding an additional job to the student in your school/unit.
- Once the appropriate information has been collected and reviewed, the HR Partner or HR Analyst of the organization may process the student’s employment in PeopleSync using the Add Additional Job process.
compensation, timesheet & pay group
Students appointed into Workstudy and Non-Workstudy jobs (i.e. hourly paid jobs) are assigned the Student Hourly salary plan. In the Add Job transaction you will enter in a hourly rate. Refer to the minimum hourly rates on the student hiring page.
When a job is created, a timesheet is created . Hourly paid students log hours and timesheets are approved in order for the student to get paid.
All hourly paid student jobs are assigned to the Biweekly pay group.
Students appointed into Student-Related jobs or Graduate Adjuncts are assigned to Activity Pay. In the Add Job transactions you will select among specific activities designated for these employee categories. Refer to the Activity Pay Map for more information.
All Student-Related jobs are assigned to the Semi-Monthly Student pay group. Graduate Adjuncts are assigned to the Semi-Monthly Employee pay group.
scheduled weekly hours
Scheduled Weekly Hours are entered in the Add Job transaction.The hours for all jobs may not exceed 20 hours with the exception of J-Term and Summer. (During these semesters a student may work beyond this amount, refer to the tip sheets on hiring students into hourly jobs for more information.)
Student Data
Although student data will populate an employee profile in PeopleSync, student’s information will continue to be managed in SIS.
Any changes a student enters in SIS related to their personal / contact information will flow to PeopleSync. Students will not have the ability to edit their information in PeopleSync.
PeopleSync will not stop you from editing a student’s data in the system. However, any changes made in PeopleSync will not carry over to SIS.
Separating student employees
HR Partners and HR Analysts should not use the Terminate process to separate a student employee. When ending a Student employee’s employment in a school/unit, use the End Additional Job process in PeopleSync. Ending a student’s additional job in your organization will not affect their jobs in any separate organizations.
If a student graduates or becomes ineligible to work this status change passes from SIS to PeopleSync and triggers a termination from the New York University Student Pool.
additional resources
Student Job Matrix
Activity Pay Map
NYU Hiring Student Employees webpage
Student Pay check Pickup Locations
Last updated in May 2020.