IMPORTANT INFORMATION:

Human Resources will not accept applications from students unless the Initiate to Hire form has been completed by the department.

Please note that the student hire process is a fast moving, highly collaborative process. All parties must monitor Workday inboxes to ensure timely processing.

For additional assistance or submission of bulk requests (10 or more entries), please contact StudentEmployment@tarleton.edu or call 254-968-9963

Student Hiring Resources:

SAP 33.99.08.T0.01 Student Employment

SAP 33.05.02.T0.01 Required Employee Training

Student Worker Pay Plan

Graduate Assistant Pay Plan

Student & GA Employment Application

Updates and notifications outside of Workday will be deployed via the Smartsheet system. Please monitor your email for messages from automation@app.smartsheet.com

For lateral Transfers and Add Jobs:

Human Resources will review your request and reach out for additional information and/or initiate actions in Workday, please monitor Workday inbox for necessary approvals

Please note that students transferring from Student Worker to Graduate Assistant are required to complete and deliver student application, background check, and attend a benefits-eligible orientation session.

Hiring department is responsible for consolidated approval, costing allocation, cost center approval, additional tasks that may be assigned contingent on hire

Once hire has fully routed, you will receive a clear to work email from Human Resources

To monitor the status of the Transfer or Additional Job action, please navigate to the student's Workday profile > Overview > Worker History > Transfer/Additional Job: [Employee Name] > Monitor "Assigned To" field to see pending action. For additional assistance, reach out to Student Employment at studentemployment@tarleton.edu or 254-968-9963

For New Hires:

Advise your new hire to hand deliver Completed Student and GA Employment Application and original Form I-9 Acceptable Documents

1. due the Friday at noon before scheduled hire date for Student Workers and two Fridays at noon before scheduled hire date for Graduate Assistants, please allow 6-7 business days for processing
2. In accordance with federal law, Human Resources will not accept photos or copies of I-9 documents

Upon receipt of student application and Form I-9 Acceptable Documents, Human Resources will initiate background check

1. Student will receive an email from noreply@sterlingts.com with login credentials and instructions
2. Must be complete within first 24 hours of receiving the link, as the link will expire and delay the hire date

Once the background check has cleared, Human Resources will initiate the hire process in Workday

1. Hiring department is responsible for consolidated approval, costing allocation, cost center approval, and onboarding completed verification
2. Additional tasks may be assigned contingent on hire

Human Resources will initiate Federal Form I-9 and Onboarding tasks. Both of these items are due at 5:00 the Thursday before the hire date. Students will receive the following:

1. Onboarding:

                    a. One Time Password from SSO-messenger@tamus.edu

                    b. UIN from automation@app.smartsheet.com

       2. Federal Form I-9

                   a. Two emails from donotreply@perfectcompliance.com with login credentials and instructions on how to complete the form

Human Resources will verify the completion of onboarding and I-9 tasks and deploy registration link to student

Student registers and attends orientations- student worker orientations are held every Friday via zoom, graduate assistant orientations are held the first and third Monday of each month on the Stephenville campus. Zoom options are available for satellite campus hires.

Student Hiring Manager, and HR Contact will receive notification from automation@app.smartsheet.com clearing student to work.

Please note that allowing students to work prior to receiving the clear to work notification are in direct violation of federal and system regulation

**Per ITS guidance, all Tarleton Student Workers must have a student worker (sw_@tarleton.edu) account. Students will receive information from ITS with instructions to claim their account after being cleared to work. Please reach out to the ITS helpdesk for additional information and inquiries.

To monitor the status of the hire action, please navigate to the student's Workday profile > Overview > Worker History > Hire: [Employee Name] > Monitor "Assigned To" field to see pending action. For additional assistance, reach out to Student Employment at studentemployment@tarleton.edu or 254-968-9963

Human Resources will review your request and reach out for additional information and/or initiate action in Workday.

Please monitor your Workday inbox for necessary approvals. Reclassification actions will route to department head for approval.

To monitor the status of the reclassification, please navigate to the student's Workday profile > Overview > Worker History > Data Change: [Employee Name] > Monitor "Assigned To" field to see pending action. For additional assistance, reach out to Student Employment at studentemployment@tarleton.edu or 254-968-9963