This checklist provides an overview of the student employee hiring process. SL Business Services will complete each step and work with the hiring department to gather any information or documentation needed to complete the ePA.
Undergraduate and graduate students follow the same steps, but graduate students have two additional pre-hire requirements. You may view the most up-to-date Student Onboarding Flowchart (image) or review the text-based version below.
Undergraduate
Review Employment Status to Determine Required Action
The action required for this step depends on whether the student is a current, new or previous employee of the University. Go to the Employment Status section and follow the steps for the appropriate category before moving to the next step.
Submit Personnel Action (ePA)
SL Business Services will submit the ePA after completing the previous step. Student employees should not start work until the hiring department has received confirmation that the ePA has been submitted.
Graduate
Confirm if a Background Check is on File
Background checks are required for all graduate student employees.
Once a JIRA request is submitted, SL Business Services will confirm if a background check is on file.
If a background check is not on file, SL Business Services will send an email to the Graduate School to initiate the background check. Once completed, the Graduate School will inform SL Business Services that the student meets eligibility requirements.
Complete the Memorandum of Agreement (MOA)
A Memorandum of Agreement (MOA) is required for all graduate student employees.
SL Business Services completes the MOA through Slate. MOAs are semester-based, so if the student is employed during both the Fall and Spring, there will be two MOAs and two ePAs.
The hiring department will assist SL Business Services by providing the graduate student’s job duties, supervisor’s name and whether the student is in their final semester. If the student is in their last semester, the department will provide SL Business Services the student’s major field of study and hours enrolled.
The MOA will be signed by the student’s supervisor, department head, and home academic program chair. It will then go to the student in the form of an offer letter. After the student signs the offer letter, it will be returned to SL Business Services to attach to the ePA.
Review Employment Status to Determine Required Action
The action required for this step depends on whether the student is a current, new or previous employee of the University. Go to the Employment Status section and follow the steps for the appropriate category before moving to the next step.
Submit Personnel Action (ePA)
SL Business Services will submit the ePA after completing the previous step. Student employees should not start work until the hiring department has received confirmation that the ePA has been submitted.
Employment Status
The hiring process differs slightly based on the student’s employment status with the University. Determine whether the student is a current, new, or former employee, then follow the steps in the appropriate category below.
Current Employee
Confirm that the student’s current Full-Time Equivalent (FTE) does not exceed 0.50 during the academic year. If the requested FTE exceeds 0.50, the hiring department will need to work with student’s current job department to adjust available FTE before continuing.
SL Business Services can assist you with determining the FTE amount.
New Employee
The student must complete the Form I-9.
After the JIRA hiring form has been submitted, SL Business services will send an email to the student with instructions to complete the I-9. When the I-9 is completed by Human Resources, SL Business Services will send an email to the hiring department confirming the I-9 is complete.
A student cannot work until their Form I-9 is complete.
Previous Employee
SL Business Services will determine if a new Form I-9 is required for the student.
If the employee’s previous end date was more than one year before the new start date, a new Form I-9 is required.
If the employee’s previous end date was within one year of the new start date, a new Form I-9 is required only if a terminating ePA was submitted.
In all other cases, a new Form I-9 is not required.
Student Onboarding Flowchart
