Hiring / Interviewing for Student Employment

The following flowchart will guide supervisors and new student employees through the onboarding process.

Student Employment Onboarding Process Flowchart

The best way to recruit a new student employee is through the MSU Denver Workday system. However, before a supervisor submits a job requisition (posting), it is important that they develop an internal job description for their office and assign an appropriate pay rate. The Federal Work-Study Guidelines indicate, “Employment must be governed by employment conditions, including pay, that are appropriate and reasonable according to the type of work performed, geographic region and employee proficiency.” It is recommended that employees start at Level 1 to allow for pay increases. If a supervisor decides to increase a student’s level, the student’s job description should increase in complexity and duties to justify a level change.

After a supervisor has a job description and determined the rate of pay they may submit a job requisition to the Workday Student Job Board. Pay rates indicated on a job posting cannot decrease once a student applies for a job.

For assistance with submitting a job requisition please contact the Student Employment Team at [email protected].

• Interviewing and Screening Process
• Student Employment Pay Matrix as of January 1, 2025

1. To begin, you first will need to create a Job Requisition in Workday. When creating the JR (Job Requisition), you must make sure to include/enter the following:
   • Job Profile (Student Hourly or Work Study)
   • Organization Information (Funding Work Tags)
   • Job Description that includes a summary of the position, a list of requirements and job duties, and the hourly pay rate.
2. Once the JR has been approved by the SE Team and the requesting department’s budget manager, the JR is posted to the Student Job Board where the student can apply for the position.
3. After the student applies to the position, you will need to complete the following tasks in Workday:
   • Review
   • Hiring Manager Review
   • Interview- This will need to be scheduled in Workday and, once the interview is complete, you will be able to push them to Make Interview Decision. It is at this step where you can either decline the candidate or push them to Offer.
   • Offer- This is where you give more details about the position and the terms of their employment, including wage, hire date, etc.
4. Once the Offer has been submitted, it is reviewed & approved by a member of the SE Team. If the candidate is a New Hire, they are sent to the Background Check Authorization step. The candidate will then receive a Background Check link email via HireRight. If the candidate is a Rehire and has completed a Background Check within the last three years, they will be pushed to Hire.
5. Once the applicant is pushed to Hire, their Worker Profile on Workday becomes active. This does not mean that the employee has been authorized to begin working. They will need to complete their onboarding tasks, including the I-9 Form.
6. The I-9 Form has two parts: the virtual form that is completed on Workday and an in-person step where the employee presents their I-9 Identification Documents to our office for in-person verification. Employees must present one selection from List A or a combination of one selection from List B and one selection from List C. These documents must be unexpired.
7. Once both parts of the I-9 process are complete, and the student has been authorized to work, they can start entering time in Workday. They will have pending onboarding tasks due within 2 business days from when their I-9 was completed.

NOTE: It is a violation of federal and state laws to allow student employees to begin work without completing employment paperwork (I-9, W-4, Worker’s Compensation Notification, etc.). Student employees fall under the same hiring practices as any new employees. To allow students to start working without completing this paperwork is not only a violation of legal hiring practices, but unfair to students because their pay may be delayed.

Please check the “Getting Started” section for details.