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Hiring and onboarding student employees/interns

Hiring and onboarding student employees/interns

Owned by Kidd, Denise
Last updated: Mar 05, 2025 by Niles, Rosa M
2 min read

New student intern hiring and onboarding checklist

Hiring

HCM is accessible via Gibson. From the Staff tab, select HCM Manager Self-Service.

Recruiting

Post job on Handshake
Attend the student employment bi-annual job fair (August & January)
Confirm Work Study eligibility base on a screenshot of the student’s award (recommended by SWHR)

New hire packet

Determine if the student was previously employed by the university by searching the HCM Student Manager. If the student doesn’t populate, go to ‘new student hire packet’, which will generate an invitation to the student to complete the packet.

  • Students not previously employed by the university must complete a new hire packet.

  • Ask the student for their full legal name, TU ID number, and email. The hourly wage is $11/hr. Every year, they should receive a .50/per hour raise.

Student completes the I9

  • I-9’s-> section 1= can be processed on website

  • I-9’s-> section 2= need to be completed in person in the HR office at University Square, 200 Broadway

NOTE: Must be a domestic bank account for direct deposit

Create the placement

Rosa will receive notification and will place the student

  1. Create placement-> “create hourly assignment”

  2. Start date: select magnifying glass, select pay-period in which they will start working

  3. Placement: 23310S01.Administrative Aide 1.

  4. Position: start with “org #” followed by the letter “s”

  5. Then pick position (not stipend)

  6. The same job title/position can be used for multiple students

  7. Hourly Rate: how much are they making an hour

  8. Work-Study: select “work-study on campus”

  9. Acct./Project: account to charge users for (222103)

  10. Submit

  11. Will need to know how much they will be getting paid and the acc #/ Nat acct. that we want their pay to come out of

  12. Then, place the student in the Registrar’s office

Access to Kronos is enabled for the student, and they will receive notification.

Onboarding

FERPA, Banner, and Confluence

Request that Denise Kidd assigns FERPA, facilitates Banner access, and creates Confluence guest account

Teams, polo, door access

Rosa assigns them to Regi-STARS on Teams
Rosa orders their office polo
Rosa facilitates ‘back door’ access

Training

Official training
New hire reads the handbook
Rosa and new hire review the checklist
New hire acknowledges and signs the confidentiality agreement
Rosa will refresh training one month after the start date

 

 

 

 

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