Your Guide To Hiring A Student Employee
(With Recruitment)

In some situations, a department may need recruitment assistance from the Recruitment Services Department to fill a Student position.

A Student employee is an 糖心Vlog student who works for the University in a temporary capacity and whose primary purpose for being at the University is the achievement of a degree or certification. Students are eligible for Student Employment if:

1. They are registered at least half-time at 糖心Vlog (full-time registration may be required for certain statuses)
2. They are degree-seeking
3. They are in good academic standing with the University

Total student assignments shall not exceed 20 hours or 0.5 FTE per week during the fall and spring semesters. However, student employees may exceed the maximum amount of hours with proper approval. Undergraduate student and graduate students who do not have an assistantship will need to obtain written approval from their academic advisors to work over 20 hours per week. Graduate students with an assistantship will have to petition the Graduate College for approval by completing and submitting a Form 10: Request to Waive a University Regulation.

1. Create the posting in听 听 People Admin

   Login to your user account on听 听 People Admin, select the option 鈥淐reate Posting鈥� and then select the appropriate posting type (i.e. Student posting).


   Complete all of the required information on the posting details tab, including the qualifications and job summary. The working title cannot be an official University classification title.

   Hourly rates should be entered for all student assignments (exempt and non-exempt)

   After the information is complete, please submit the posting to hr.

   NOTE: 听 听Electronic approvals are no longer required in听 听 People Admin; however, approvals can still be utilized so multiple parties can review the posting information before submitting the posting to hr.


   Prior to posting the position on the 糖心Vlog Career webpage, a Recruitment Services Representative will contact the hiring manager to confirm the position requirements such as the minimum qualifications, appropriate salary range, work schedule, special skills, licenses or certificates, and posting period.

   Recruitment is posted for a minimum of seven (7) days for applicants to apply. All employment applications are received through听 听 People Admin. An email will be sent to notify the hiring manager when the position is posted. The email will include information on how to access and review applications as they are received.

2. Recruitment Closes for Applications:

   After the recruitment closes, an email will be sent by the Recruitment Services department notifying the hiring manager of the release of the pool of qualified candidates. This email will include instructions for accessing the pool of applicants and the Guest User account.

   The hiring authority will review applications and coordinate the scheduling and conducting of all interviews. A minimum of three candidates should be interviewed; however, it is strongly recommended that a sufficient number of interviews be held to get a good perspective on the qualifications of the pool of candidates.听

   To extend or re-open a posting, send an email to Recruitment Services at听 听 empl@fau.edu. In the email, please include the position number and the length of time (for example, one week or two) the position should be reposted for.

3. Candidate Identified for Hire:

   When a final candidate is identified,听PRIOR听to extending an offer of employment, the hiring manager must request a hiring review. A hiring review consists of approval of the starting salary and a review of the interview and selection process by Recruitment Services.听

   Prior to requesting the hiring review, the hiring manager must log into听People Admin 听 听to change

   all applicant statuses, so that they reflect the outcome of the interviewing process.

   After changing the applicant statuses in听听 听 People Admin, 听 听the hiring manager must send an email听to Recruitment Services (empl@fau.edu), requesting a hiring review. The email should include the position number, the candidate鈥檚 name, and the proposed starting salary.

   NOTE:听The proposed starting salary must be within the posted salary range. A request to pay beyond the posted salary range may result in a delay in the hiring process. Please contact the Recruitment听Services department听for more details.

   A Recruitment Services听representative will notify the hiring manager via email when the hiring review has been approved. 听At that time, the hiring manager may contact the selected candidate to make听a contingent offer of employment which is dependent upon the completion of a satisfactory background check听and the confirm the starting salary.



   DO NOT MAKE A CONTINGENT OFFER OF EMPLOYMENT UNTIL AFTER YOU HAVE RECEIVED CONFIRMATION THAT THE HIRING REVIEW HAS BEEN APPROVED.

4. After the Contingent Offer and Initial Acceptance, Request Background Check:

   After confirming the starting salary, notify Recruitment Services via email (empl@fau.edu) 听 听that the applicant accepted the employment offer and is ready for the background check (a TAG number must be provided in order for the background check to be completed). Recruitment Services will initiate the background screening process.

   Inform the candidate that a representative from the Human Resources Department will contact them regarding the background screening procedures.听The candidate will receive an email from听CustomerSupport@hireright.com. The email subject line will read 鈥溙切腣log background verification鈥�. The email notification will explain the background screening process and request specific information from the candidate. He/She must provide the required information before the check may proceed.

   Individuals working with a protected class will be required to complete a level 2 background screening instead of the Hire Right screening. For questions on this process, contact Recruitment Services.

   On average, background investigations can take three (3) to five (5) business days from the date the applicant submits the request. However, completion dates can also be affected by response times from local jurisdictions.

   NOTE:听 听 Background checks are required for all newly hired employees.听 Returning employees may be subject to a background check dependent upon break in service.听 Employees transferring to a new division are also subject to an updated background check.听Motor Vehicle record and Level 2 background checks are performed based on requirements of the position.


   THE CANDIDATE SHOULD NOT TENDER THEIR RESIGNATION TO THEIR CURRENT EMPLOYER UNTIL THEY ARE NOTIFIED BY THE HIRING MANAGER THAT THE BACKGROUND SCREEN HAS BEEN COMPLETED AND APPROVED.

5. Background Check Approved: Department Contacts Candidate to Establish Start Date:

   The hiring department will receive notification from Recruitment Services when the background screening process has been completed.听

   The hiring manager may contact the candidate to confirm continued employment or agree upon a start date (when establishing start dates, please refer to the听 听 Hire Timeline 听 ). 听 听If the selected candidate is an employee leaving their current assignment, the start date must be coordinated with their current supervisor.

6. Complete the Appropriate听 听 Workday听 听 Process:

   NOTE: All HIRE EMPLOYEE business processes must be completed by 5:00pm on the Wednesday the week before the expected start date.听 听 Processes that are not finalized by the deadline may result in a delayed start date for the employee.


   For new or returning employee complete the following process in听Workday: 听 听


   HIRE EMPLOYEE 听 听business process:

   Select new hire for new employees (no previous 糖心Vlog work experience) or former employees who have not previously completed onboarding in听 听 Workday. Attach an executed OPS Conditions of Employment Form to the听 听 HIRE EMPLOYEE 听 听process in听 听 Workday.

   The OPS Conditions of Employment Form must be on departmental letterhead and signed by the candidate (Offer Letter Templates) and attached to the Hire in听 听 Workday.

   For current employees, complete the following process in听Workday:

   For current employees accepting a new student position: please initiate the听ADD JOB听 听 business process. The OPS Conditions of Employment Form must be on departmental letterhead and signed by the candidate (Offer Letter Templates) and attached to the听 听 ADD JOB.

   For more information on ADD JOB and additional Workday actions for Student Employees, please refer to the Student Hiring section of the Recruitment Services website.

   For assistance with initiating听HIRE EMPLOYEE听 听 business process, please review the appropriate听Job Aid鈥檚听 听by contacting Recruitment Services at听empl@fau.edu.

   For more information on the听 听 ADD JOB听 听 business process, please review the appropriate Job Aid or contact Student Employment at听 听 stuemp@fau.edu.

   After the appropriate听Workday听process is complete, Recruitment Services will fill the position in听People Admin听and notify all applicants not selected for the position.听

7. New Hire Responsibilities (Manager and Employee):

   NOTE: 听 听This does not apply for current employees processed with via the听 听 ADD JOB 听 听business process.

   It is important to notify new employees that they are required to complete the Onboarding process in听 听 Workday no 听 听later than their first day of employment. New employees will receive an email with instructions on how to sign-in to their听 听 Workday听 听 account and an email notifying them to complete the Onboarding process.

   In addition to completing the Onboarding process, please notify your new employee to report to the Department of Human Resources on their first day of employment, as they must be prepared to provide proof of eligibility to work in the U.S by presenting听 听 acceptable identification for the I-9 form.