Hire Student Into a Regular FT/PT Job or Position

Overview

When a student graduates they may be hired into a regular Part-Time or Full-Time job or position. For example a former student is hired into a Full-Time Staff position, such as Administrative Aide, or a Professional Researcher job, such as Junior Research Scientist. 

For this scenario the student record must first be terminated. Next, the student is hired into the position or job. 

STEPS

  1. Search for the employee record using the N# or netid. Select All of Workday on the left side search category menu.
  2. Before proceeding with the steps below make sure “Terminated” appears next to the employee’s name. If so, proceed to step 9. If not, proceed to step 3.
  3. Navigate to the employee’s record.
  4. First, end the non-primary jobs. If the student has non-primary jobs you will see the double arrow icon under the student’s name at the top. Select the arrow to view the jobs. Note: If the non–primary job is a Student Pool job, you may end this job.
  5. From the Actions ellipse select Job Change > End Additional Job.
  6. Enter in the End Employment Date. (Note: Make sure this date is on or before the Hire date)
    • A job may be managed by another school or unit. If so, contact the school or unit’s HR department and ask that they end the job. If the non-primary job is a Student Stipend job, contact PeopleLink. Make sure to provide the Hire Date of the new position so that they may enter an end date that is before this date.
  7. After all non-primary jobs are ended, terminate the employee. Click Actions ellipse > Job Change > Terminate employee. Refer to the Terminate Employee tip sheet.
  8. Next Hire the student into the position or job. Refer to the Hire tip sheet available by employee category. Note to initiate the rehire, navigate to the supervisory organization where the position or job will be. Off the sup org’s Actions ellipse, select Hire > Hire Employee. Select Existing Applicant and type the student’s name int the field. Submit to start the hire process.

Important transaction notes

It is recommended that the Termination transaction is completed AND the that Hire transaction is initiated on the same day.

Why? This is because students are hired into the PeopleSync through a daily data integration with SIS.  A student who has graduated is typically not included in this integration because by graduating a student is not eligible for hire.  However, if the record in SIS has not updated to reflect that the student has graduated, the student may be hired back into PeopleSync. If the student has been rehired into the Student Pool following your termination, contact PeopleLink. 

Last updated July 2020