Job posting:
1. Create If you haven't already, create A Hire a Longhorn account, this typically take takes 24-48 hours to become active.
2. Create Job Posting, this also can take up to 48 hours to be approved
3. Vet, Interview, and Send Offer letter to your selected candidates
* It is very helpful to include the I-9 Meeting info within the offer letter. Please always frame the I-9 Meeting as mandatory. UGS HR will typically offer a make-up I-9 Meeting before the semester begins. . Be sure to include an accurate job description.
a. Required disclaimer:
If hired, you will be required to complete the federal Employment Eligibility Verification form, I-9. You will be required to present acceptable, original documents to prove your identity and authorization to work in the United States. Information from the documents will be submitted to the federal E-Verify system for verification.
* Please note that certain positions require students be enrolled in at least 12 credit hours and maintain at least a 3.0 GPA.
3. Vet and interview your candidates. Upon selection, send your new hires the Qualtrics Offer Letter shared with you by the SLC Admin.
a. The Qualtrics survey reiterates the required documentation needed to be hired. It will also include the dates of the required I-9 Meetings. Should students reach out regarding conflicts or issues, please reiterate the importance of the meetings.
4. Add new hire to your assignment spreadsheet, per example:
Assignment sheets are saved in Sanger> Assignments> "Semester", and by program. The admin will create templates for each supervisor/program.
...
- Student did not complete I9
- Student is international and is waiting for to receive a SSN
- Student is not registered and paid
- Student did not authorize their background check
- Student has conflicting appointments putting them over the 15 hours/week UGS maximum (20 hours for grad students - with prior approval)
8. Send approved students the New Hire Email with links to complete their compliance and paycheck profile.
9. Supervisors reach out to students who were not approved to complete their missing new hire component. Students should be instructed to keep their supervisors up-to-date with their progress. UGS HR will send updates to the assignments spreadsheets/remaining hires as they become available.