Student Hiring: Step by step

Job posting:

1. If you haven't already, create A Hire a Longhorn account, this typically takes 24-48 hours to become active.

2. Create Job Posting, this also can take up to 48 hours to be approved. 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.

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 (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.