Student Employee : Supervisor’s Checklist for Hiring a New Student Employee
Supervisor’s Checklist for Hiring a New Student Employee
1. Getting Ready to Hire:
Work with your department HR professionals on the following items:
Job Description -
Develop an accurate list of job responsibilities that serve as a preview of the day-to-day tasks student employees will be completing.
Does the description include learning outcomes?
Does the description incorporate your unit's mission, vision, and values?
Does the description incorporate the position's competencies?
Ensure the job description has a list of required minimum qualifications and preferred qualifications that can be used throughout the recruitment process
You can post on-campus jobs using Recruit UT (replaced HireALonghorn and HireUTexas)
For new on-campus employers, get started by contacting email@example.com to verify that your department or office has an existing HireUTexas employer account. If your office has an established account, we will forward you the details needed to access your employer account. If your office does not have an established account, we will send instructions on how to successfully create your account.
Develop a list of interview questions that reflect the knowledge, skills, and competencies that will assess an interviewee's success in the position. Refer to Sample Questions for Interview (PDF).
During the interview, verify a student's eligibility for the employment opportunity as well as the other employment and volunteer positions the student has on campus.
Have a department HR personnel create a background check request in the online Background Check Administration (BCA) system and notify the student to authorize the check electronically. If you prefer to give the student a paper form, you will ask them to complete a Criminal Background Check Form (PDF) and send that form to your HR Contact to enter into the BCA
After the student has accepted employment, inform the student that an electronic I-9 form must be completed no later than the first day of work and that the student must bring acceptable original identification and work-eligibility documents with them on their first day of work. The student must meet with your department HR personnel to complete the electronic Complete I-9 Form step in Workday . See I-9 Resources for more information.
4. What to Do During the Employee's First Week of Work
Verify with the student that he/she has completed all items on the New Student Employee Checklist. Department HR personnel can check the student’s Onboarding Status Summary in Workday to verify that the items are complete.
Meet with the student to review job duties and performance expectations. Provide any written guidelines, instructions, or manuals that may apply to the student’s position.
Remind benefits-eligible graduate student employees to attend the New Employee Orientation (login to UTLearn, search New Employee Welcome and Orientation)
Provide your new student employee the Workday Students Resource webpage that reviews Time Entry and Onboarding tasks.Remind hourly-paid student employees that they must submit timesheets in order to be paid for completed work.
International students who will have UT Select insurance benefits should apply for a waiver of the required UT Austin student health insurance. Information on application deadlines is available from International Student and Scholar Services.