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Recruiting and Hiring Student Employees

Create a Job Requisition

Note for Managers:

 This process creates a job requisition for an external site that the university will be using
for recruiting and hiring of student employees.

1. Select the Recruiting worklet


2. Click Create Job Requisition
 If another job requisition has previously been created, choose the Copy Details
from Existing Job Requisition dropdown menu and choose the job you
would like to copy. You will be able to edit the content on the selected job
requisition in the next steps OR leave the field blank and it will be created in the
next steps
3. Verify and/or choose the proper Supervisory Organization by typing in the proper
supervisor’s name and hitting enter, then by using the drop down to select the
appropriate organization. You can also use the drop down to click on Supervisory
Organizations by Manager or Supervisory Organizations to select the
manager’s name, then the appropriate organization.
 Make sure that the supervisory organization starts with an “S-”. This
denotes a student supervisory organization. The supervisory organization that
defaults isn’t always correct.
4. For Worker Type, select Employee
5. Click OK
6. Click anywhere in the Recruiting Details box to edit the information
7. For the Number of Openings, input the number of employees you want to hire
in the job (Note: See Staffing Models Training for further explanation)
8. Under Reason, use the drop down and click on the arrow for Create Job
Requisition> Recruiting. Select Approved Student Job
9. Leave the Replacement For box blank
10. Leave the Recruiting Instruction field blank
11. Select a Recruiting Start Date
 Note: A student cannot be hired into Workday before the Recruiting Start
Date.
12. Select a Target Hire Date

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 Target Hire Date can be set to whenever you are wanting to have the
employee hired by. You can still hire an employee in the position either
before or after the Target Hire Date. A Target End Date for the position is
not necessary. (Note: These dates are not the posting dates that will be
shown on the external website. Posting dates will be assignable in the
external site.)
13. Click Next
14. Click anywhere in the Job Details field to edit the information
15. Fill in the Job Posting Title, if not automatically filled in
16. Justification – explain why the position is needed
17. Job Profile – Use the drop down and click on the arrow for In This Organization to
select Student Employee - Hourly
18. Job Description Summary and Job Description need to be filled out
19. For Worker Sub-Type use the drop down menu and click the arrow for Worker
Types then Student Employee if not automatically filled in
20. For Time Type use the drop down menu to select Part Time
21. For Primary Location use the drop down menu and click the arrow for All Locations
and select BYU-Idaho
22. Leave Additional Locations blank
23. Set the Scheduled Weekly Hours to 0 (Note: This changes the employee’s FTE from
100% to 0%.) This will be an important factor for the university to recognize the
employee’s Full Time Equivalent (FTE).
24. Work Shift does not need to be selected
25. Compensation Details will fill in automatically, no need to change
26. Leave the Questionnaire section blank
27. Click Next
28. Enter any other Qualifications needed by clicking the gray Add box (ex. Education,
Language, Certifications, etc.) Use drop down menus where applicable
29. Click Next
30. For Organization:
31. Click anywhere in the Cost Center field to edit the information. Assign the appropriate
Cost Center to the employee by using the drop down menu
 If the Costing section is shown, click on the gray edit button across from
Fund. Select the appropriate fund. (Note: If you are unsure, select the fund
number that corresponds with the first number of the Cost Center you
enter in the previous step.)
32. Leave the Other section blank
33. Click Next until you come to the Assign Roles page
34. Click on the gray Add box
35. Select the drop down under Role and select Primary Recruiter

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36. Type in your name as the Assigned To role, hit enter and click Next
37. On the Summary page, review the details of the requisition to make sure everything
has been entered correctly. Click Submit

What’s Next?

 Once submitted, the Job Requisition will be sent to the external student employment
site and you will be redirected there to finish posting the job. All Student hires will
happen in the external job site which will automatically move them into the Workday
system.

Post Job

1. Go to the BYU-Idaho home page (byui.edu)


2. Search Hire a Student
3. Click on Hiring Students
4. Under the On-Campus Employers section click Hire a Student
5. Click on the Manage Postings tab
6. Wait for approval and check your Workday inbox for further instruction/notification
7. In your Workday inbox specify that the posting should be external, select job posting
date, or perform other related tasks (All postings will be external)
8. Approve the final requisition in your inbox by clicking “Submit”
9. The requisition will be posted

Important:

 When you are asked to specify student employee working hours, enter 0 (This will
be an important factor for the university to differentiate between student employees and
other employees)
 Pay attention to the letters preceding any pre-set options in Workday. If you see “I:”
followed by the option then it applies to BYU-Idaho. If you see “H:” it applies to BYU-
Hawaii. Make sure you are assigning your student employees to the correct university!
Note:

 With rare exception, all hiring managers for student employment positions will also be
the “Primary Recruiter”. This has to do with who will receive notification when a new
application is received and who has access to move the candidate forward in the
process. If you are the hiring manager, assign yourself as the Recruiting Partner in the
“Assign Roles” tab (one of the final tabs of the job requisition form).

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 The qualifications section can be used but you can also specify qualifications in the Job
Description text box. This is the best option if specific training is required for the job
since the Training section of the Qualifications tab will not be functional.
 Check your Workday inbox frequently for instruction. Once approved, the requisition will
appear again in your inbox for your final review where you will specify that the job should
be posted externally. You may choose the posting date as well as the job posting end
date, pay group, and other relevant information.

Hire a Student Employee Who Has Submitted an Application to a Posting (Option


1)

1. Create a job requisition (See “Create a Job Requisition” in the “Recruiting and Hiring
Student Employees” training)
2. Post the job (See “Post Job” in the “Recruiting and Hiring Student Employees” training)

Propose Hire

1. Select the “Recruiting” Worklet


2. Click “Job Requisition” in the “View” column
3. Search for the job/position title in the drop down menu and click “OK”
4. Select the “Candidates” tab
5. Find the candidate you would like to hire
6. Click the “Related Actions” button next to the name (it looks like three dots next to the
name)
7. Hover over “Candidate Actions”
8. Choose “Move Candidate” (or set do not hire status, share candidate, set withdrawn
status)
9. Select “Manager Screen”, “Committee Screen”, “Custom Assessment”, or “Offer”
10. Click “OK”

11. Open your Workday Inbox


12. Complete the “Initiate Offer” steps
13. Make an offer decision and select “Ready for Hire”
14. Open “Generate Offer Letter: To Do” (this will be handled outside of the system)
15. Click “Submit”

Note:

 If “Committee” or “Manager” screening is selected, the committee members and/or


manager will be notified of related tasks (interviews, applications, reviews, etc.) in their
Workday inbox.
 The new employee will complete their own new-hire paperwork (I-9, W4, etc.)

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Approve Hire

1. Open your Workday inbox


2. Open “Revise Employee Hire”
3. Choose organization assignments (only relevant drop down options should show)
4. Propose compensation
5. Assign pay group as “Student - Idaho”

Important:

 If you propose student employee compensation over $12/hr., approval from BYU-Idaho
Human Resources is required
 Though not required, remember to assign “Fund” as either “Appropriated” or “Auxiliary”
when choosing organization assignments

Note:

 If a Hiring Manager chooses to delegate to an HR Partner (within Workday), these steps


above can also be completed by them.
 Department Office Assistants might be “HR Partners” for the managers/Department
Chairs in their area who have student employees, but they may also be ‘Hiring
Managers’ for students that report directly to them. A hiring manager is anyone who has
a student supervisory organization in the system.

Mass Action

1. Select the “Recruiting” Worklet


2. Click “Job Requisition” in the View column
3. Search for the job title in the drop down menu
4. Select the “Candidates” tab
5. Click “Mass Action”

Hire a Student Employee without an Application (Option 2)


Overall, direct hiring is discouraged because it increases the risk of duplicating candidate
records and it eliminates the opportunities for other students to be considered/learn the process
of applying. It is designated for candidates that are readily identified by the department, mostly
for Teacher’s Assistant positions.
1. Create Job Requisition (See “Create a Job Requisition” in the “Recruiting and Hiring
Student Employees” training)

‘Direct’ Hire

1. Select the “Hiring” Worklet


2. Click “Hire (Create Pre-Hire)” in the “Actions” column
3. Select “Create a New Pre-Hire” or click “Existing Pre-Hire” and search for the pre-hire’s
name

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4. If you selected “Create a New Pre-Hire”, enter the first and last name of the new hire and
update their contact information then click “OK”
5. Click “OK
6. Follow the on-screen “Hire Employee” steps: input hire date and reason then select the
open job requisition title (the rest will autofill)
7. Click “Submit”
8. In the page that automatically opens after clicking “Submit”, click “Open” in the “Change
Organization Assignment” area
9. Select the relevant fund source in the “Fund” row of the “Costing” section (“Appropriated”
or “Auxiliary” must be selected)
10. Click “Submit”
11. A new message will appear called “Hire Compensation”. Click “Open” and propose
compensation
12. Click “Submit”
13. In the new “Assign Pay Group” message, click “Open”
14. Assign the pay group as “Student – Idaho”
15. Click “Submit”
16. The new employee will receive automated messages inviting them to complete the new-
hire paperwork (I-9, W4, etc.) and they will be officially hired

Important:

 Proposed student employee compensation exceeding $12/hr. requires approval from


BYU-Idaho Human Resources
Note:

 The “Hiring” Worklet may need to be added to your Workday homepage. Click the
settings button (it is a gear icon below your profile picture at the top right corner of the
page) and in the “Optional Worklets” column click a plus sign. There you can select
“Hiring” as one of the Worklets displayed on your home page.
 Department Office Assistants might be “HR Partners” for the managers/Department
Chairs in their area who have student employees, but they may also be ‘Hiring
Managers’ for students that report directly to them. A hiring manager is anyone who has
a student supervisory organization in the system.

View Hiring Progress/Status

1. Select the “Recruiting” Worklet


2. Choose “Job Requisition” in the “View” column
3. Search the job title in the drop down menu
4. View and compare candidate details including qualifications and screening
results/feedback

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