Printed on: 05/20/2018. Please go to http://policy.umn.edu for the most current version of the Policy or related document.

ADMINISTRATIVE PROCEDURE

Hiring Student Employees

When hiring a student employee, it's important to first become familiar with the Administrative Policy: Student Employment.

Hiring a Graduate Student into a Student Position

When hiring a graduate student into a student position, there are items to consider in determining the correct classification; these include course registration, hours of work per week, and bargaining unit requirements.

Hiring a Student without Recruiting

To appoint a student to a position without advertising the position, please verify registration requirements and any work study funding, then follow the established unit business process and complete the hire (I9, HRMS payroll entry).

Hiring a Student with Recruiting

If you wish to recruit a student for the position, follow these steps.

  1. Login to the online employment system

    Online Employment System

    For assistance in using the system: User Guide for Hiring Authorities

  2. Create an online requisition

    Route the completed requisition within your department to secure approval. All requisitions must be approved by Human Resources prior to any advertising, interviews, or employment.

    If appropriate, also submit a Request for Waiver to Hire a Non-Student, when it appears that University students are not available to fill a position. The Job Center will post the position after reviewing this.

  3. Review the posting

    You will receive confirmation of the posting and the requisition number via e-mail. Verify that the information is correct and reflects the type of student you are interested in hiring. If you need your posting changed, contact the Job Center at 612-624-UOHR (612-624-8647 or 800-756-2363). You are able to log in to the system to renew your posting.

  4. Be prepared for calls about your posting

    Interested students may apply using the online employment system or by phone or e-mail. We suggest that you view applications in the system, contact the student, and ask the following questions:

    • Are you currently a registered U of M student?
    • Do you meet the credit requirements to hold a student position?
    • What is your class standing (first year, junior)? - if it is important to you
    • Do you have Work-Study? - if required for your position
    • When are you available to work?

    When you feel you have an adequate pool of candidates, call the Job Center at 612-624-UOHR (612-624-8647 or 800-756-2363) to remove your position from the Web. If you intend to conduct interviews, be sure to tell students what materials, if any, they should bring.

  5. Conduct interviews

    You may conduct interviews over the phone or in person but it is not necessary to interview all applicants.

  6. Offer the job

    After the Job Center has notified you of the student's eligibility, make the job offer. Once the student accepts, call the Job Center at 612-624-UOHR (612-624-8647 or 800-756-2363) to fill the position and proceed with appointment set-up in PeopleSoft.

    If you hire a student with Work Study funds, you must complete the Work Study Placement panel in PeopleSoft to ensure proper reimbursement to your account. For questions about this, contact the Work Study coordinator at 612-626-8608.

Once a student is hired, you need to monitor the Student's Registration Report and the Work Study Error Report to determine if the student becomes ineligible to work.

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