Student Employee Updates

We want to provide a quick update regarding some of the key challenges with student employment in Workday and how we are addressing them.

Resolved areas:

  • Data Porting Issues: Data porting issues have been solved for students who were not in an active role in Fall 2024 when we migrated data from Banner to Workday. 
  • Gift/Grant Funds: 
    • External Grant-Funded Positions: Use the “Grant-Funded” reason code when processing new hires, adding jobs, or making job changes for positions funded by an external grant. Include the grant/worktag information in the comment section to ensure the costing allocation step is routed to the Office of Grants Accounting for review and data entry.
    • Internal Grant or Gift-Funded Positions: Follow the standard hiring or job change process for positions funded by internal grants or gift funds. These requests will be routed to the Office of Planning and Budget (OPB) for review and data entry. Include the gift fund or worktag details in the comment section so the OPB can enter them on your behalf.
    • SE Grant-Funded Job Profile: The “SE Grant-Funded” job profile should only be used for positions funded by an external grant.

Key areas we are focusing on:

  • Supervisory Organization Selection: Some supervisors are not selecting the correct "JM" sup org for student hires, which is preventing position numbers from being entered. Please select "JM" sup org for student hires.
  • New Student Hires: Students need to have an active job in Workday to be able to sign into Workday. If you are receiving an error, check with your manager to see if your job is active in the system yet.
  • Security Roles for Admins: A new security role for staff that manage hiring student employees for multiple managers/departments is being implemented and should be available early in the week of January 20, 2025. Submit a ticket if you need this access, along with the org/departments that you need access to coordinate hiring for.
  • Student Hiring Manuals and FAQs: Updated guides for supervisors are nearly complete and will be available on the student job site soon.

Please remember that our small Student Employment staff is handling inquiries for over 1,600 student employees across 2,700 jobs. We are doing our best to meet individual needs while implementing system-wide improvements to better support everyone.

Thank you for your understanding as we navigate these challenges. We appreciate your patience and continued support.