Job posting:
1. Create A Hire a Longhorn account, this typically take 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.
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.
5. Notify Admin that your spreadsheets are complete
6. Admin will submit the spreadsheets on the UGS HR designated due date. Any changes that occur after this time will need to be approved through your Program Coordinator and the Director.
7. Admin receives the approved student assignments in the days leading up to the start of the semester. Admin will reach out to reach supervisor with their approved employees as well as the reason that students have not been approved.
Common reasons for appointment delays:
- 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 (30 hours for grad students)
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.