How to Hire a Student

This guide walks managers and recruiters through the full student hiring process in Workday, from moving candidates to Offer through Ready for Hire. It explains how to complete key tasks such as entering offer details, generating and reviewing offer letters, selecting the correct hire reason, and completing the background check questionnaire. The guide also outlines how the process differs for new student employees versus current student workers, including Work Study considerations, and shows ho

Workday

After students have applied, been screened, and interviewed, and you are ready to make an offer, navigate to your job requisition. There are several ways to locate your job requisition: 1. **Search Bar**\ In the global search bar, type `JR:` followed by the requisition number or keywords from the job title, then press **Enter**.\ *Examples:* `JR: R2026100115` or `JR: Durrell Student Supervisor`. 2. **Recruiting Hub (Recruiting Coordinators)**\ If you hold the **Recruiting Coordinator** role, use the **Recruiting Hub** from the left-hand navigation menu to search for your job requisition. Be sure to click **Open Detailed View** to access the full requisition. 3. **Recruiting Dashboard (Managers)**\ If you are a **Manager**, open the menu in the top-left corner, scroll to the **Recruiting** section, and select **Recruiting Dashboard**. From there, you can locate and open your job requisition.

Click "Candidates"

Select the checkbox next to the student(s) you want to move forward to **Offer**. **Note:** If you are making multiple hires from a single job requisition, you are limited to the number of **roles** originally listed when the requisition was created. For example, if you listed 5 roles, you may only hire 5 students from the requisition. If you need to hire additional students beyond the original entered number, please contact Talent Acquisition by submitting a Workday Help Case.

Click "Move Forward"

In the pop-up window, click the "Move Selected Candidates to Next Stage" field.

Click "Offer"

Click "OK"

Once you move the candidate to Offer, a the **Offer** task will be initiated. You can access this task from your My Tasks inbox or by clicking the **Open** button in the Awaiting Me column of the candidate grid.

In the **Offer** task, you will be required to enter the student’s start date, update their business title, and adjust their FTE and hourly rate, if needed. To begin, click into the **Details** section.

Enter the student’s start date in the **Hire Date** field. This should reflect the first day the student will work in the role. Click into the **Hire Reason** field to view the available options. **Important:** Hire Reason options vary based on whether the student is currently employed by the University. - **New Hire** – The student is not a current employee - **Change Job / Add Job** – The student *is* a current employee The following steps will demonstrate both scenarios.

If the student is not currently a student worker, the following option will be available:\ **Hire Employee >.** Click this option.

After clicking **Hire Employee**, three options will appear. Select **Hire Employee > New Hire**.

If the student is a current employee, the following options will be available: - **Add Additional Employee Job** – Select this option if the student will continue working in their current job in addition to this role. If you are unsure, confirm with the student before proceeding. - **Change Job** – Select this option if the student will be ending their other job(s) and moving into this role. **Note:** If you are uncertain which option to choose, it is generally safer to select **Add Additional Employee Job**, as **Change Job** will end the student’s other job(s).

If you need to update the student's working location, you can do so by typing in the new location into the Location field and hitting Enter to return the results.

Once you are done filling out the Details section, click into the Job Details section.

The **Primary Job Profile** selected on the job requisition will automatically populate in the **Job Profile** field. If this is the correct selection, no action is needed. If an **Additional Job Profile** was added (for example, a Work Study version denoted by “-WS”), and the student you are hiring is eligible for Work Study, click the three dots in this field to select the appropriate profile.

To check whether a student is eligible for Work Study, type `Student:` followed by the student’s name in the search bar, then press **Enter**.\ *Example:* `Student: Madison Dater` Select the student profile that appears in the search results. From the student profile, open the **Overview** tab and review the **Work-Study Eligible** section.

Click "Job Profile (Additional)"

Click "Stu Food & Retail Service - WS"

To update their title, which pulls into their offer letter, click the Business Title field.

Enter in their title.

Once you have completed the **Job Details** section, click into the **Working Time** section to continue.

The **Scheduled Weekly Hours** entered on the job requisition will automatically populate this field. If changes are needed, update the field with the correct number of hours per week.

Click "Next"

This will take you to the **Compensation** section of the Offer. This is the same page you completed when creating the job requisition, and the hourly rate originally entered will carry over. If you advertised an hourly range on the job posting, you may update this field with the correct hourly rate, if needed. To make changes, click into the section.

Click the "Amount" field to edit.

When ready, click 'Next'.

You may skip the One-Time Payment page. Click "Next"

Review the filled in Offer and when ready, click "Submit"

Upon submission, the **Generate Document** task will automatically route to the Manager. The Manager can access this task from their **My Tasks** inbox. OR...

The **Generate Document** task can also be accessed from the **Awaiting Me** column in the Candidate Grid on the job requisition.

Click "Review"

Clicking **Review** will initiate the **Offer Letter** generation. The letter will automatically pull in data from the candidate’s application and the information entered during the **Offer** task. The data elements (shown as green pills) can be deleted if needed, and updated information may be typed in manually. For example, the **Department** field on the offer letter pulls from the Manager’s supervisory organization name. In some cases, this may not accurately reflect the department where the student will actually work. If so, delete the auto-generated data element and enter the correct department name.

Other sections of the offer letter highlighted in **orange** require manual updates. Delete the orange placeholder text and enter the appropriate information.

Once the offer letter is updated and ready to be sent out, click 'Submit'.

The letter will automatically route to the student for review and acceptance. The student will be prompted to log into Workday to complete the acceptance process.

Once the student accepts the offer letter, the Manager or Primary Recruiter (if assigned to the job requisition) will receive a task in their inbox to complete the background check questionnaire for the student. You can expand the task by clicking on the expand button in the top left corner of the task.

Begin completing the **Background Check Selection Questionnaire**. The first four questions will most likely not apply to student employees, but please review and confirm your selections as needed. The most important section for student employees is **Student Employees Only**. Click into this field to review the available options.

This is a multi-select field. Select all options that apply to the student employee. If none apply, choose **None Apply** at the top of the list. Your selections will help the Background Check Coordinator determine whether a background check is required for the student employee.

The last question applies to Contingent Workers only. Select 'Not a Contingent Worker' than click 'Submit.

Upon submission, the **Make Offer Decision** task will generate immediately. Click **Offer Decision** in the pop-up window, or navigate to your **My Tasks** inbox to begin the next task.

The 'Offer Decision' task is essentially just moving your selected student candidate to the Background Check The **Offer Decision** task moves the selected student candidate to the **Background Check** stage. Click **Move Forward** at the bottom of the student’s job application to continue.. Click on the Move Forward button at the bottom of their job application.

Click "Background Check"

Once you click **Background Check**, the student will route to the **Background Check Coordinator**. The Coordinator will review your responses to the **Background Check Questionnaire** and initiate a background check if required.

Once the background check stage is complete, the Manager or Primary Recruiter (if assigned on the job requisition) will receive a new task in their inbox. Click the **Expand** button to view the task in full screen.

The final step in the recruitment process is moving the selected student to **Ready for Hire**. Once this occurs, additional tasks will automatically generate based on the student’s employment status. **If the student is a new employee:**\ The **Hire** business process will initiate. This process includes several steps and review tasks, such as: - Review by the **Student HR Partner** in the Office of Financial Aid (if the student is Work Study–eligible or a Work Study Job Profile was selected) - Review by your department’s **HR Partner** - Onboarding tasks for the student **If the student is already a student employee:**\ The **Change Job** or **Add Job** business process will initiate. These processes may also include: - Review by the **Student HR Partner** in the Office of Financial Aid for Work Study eligibility (if applicable) - Review tasks for your department’s **HR Partner**

To track which business process initiated next and review any outstanding steps after moving your candidate to **Ready for Hire**, return to the job requisition and click the **Details** tab.

Once you move a student to **Ready for Hire**, a new section called **Inbound Process** will appear on the **Details** tab. This section shows which business process was initiated after moving the student to Ready for Hire. In this example, the **Hire** business process has started because the student is **not** a current student employee. If the student were already a student employee, the **Change Job** or **Add Job** business process would appear instead. You will also notice the **Number of Openings** now displays **0 Available**, **1 Unavailable**, and **0 Filled**. This indicates that no additional students can be moved to **Ready for Hire** at this time. The **1 Unavailable** reflects a role currently being filled through the **Hire**, **Add Job**, or **Change Job** business process. Once that inbound process is complete, the **Filled** count will update from **0** to **1**.

To review the inbound process and see where it routed next, click on the process.

Click "Process"

On the **Process** tab, the **Process History** will display. In this example, the **Hire** business process has routed to the **Student HR Partner** in the Office of Financial Aid for initiation. As additional steps begin, more tasks will appear in this section. Refer back to the Process History to track what is coming next, what is awaiting action, and who the task is currently assigned to. **Next Steps** At this point, the **Recruiting** portion of the student hiring process is complete. The remaining steps depend on the student’s current employment status and Work Study eligibility. If the student is not currently employed by CSU, onboarding tasks will route after review and approval by the **Student HR Partner** and your department’s **HR Partner**.