Use this checklist to complete the hiring process for student employees. Undergraduate and graduate students follow the same steps, but graduate students have two additional pre-hire requirements.
Undergraduate
Review Employment History 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 History section and follow the steps for the appropriate category before moving to the next step.
Submit Personnel Action (ePA)
Submit the ePA after completing the previous step.
Graduate
Confirm if a Background Check is on File
Background checks are required for all graduate student employees.
If a background check is on file, it will appear on the comment form in Banner (PPACMNT).
If a background check is not on file, complete the background check before continuing to step 2.
Complete the Memorandum of Agreement (MOA)
A Memorandum of Agreement (MOA) is required for all graduate student employees.
Review Employment History 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 History section and follow the steps for the appropriate category before moving to the next step.
Submit Personnel Action (ePA)
Submit the ePA after completing the previous steps.
Employment History
The hiring process differs slightly based on the student’s employment history 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, work with the requested department to adjust available FTE before continuing.
New Employee
The student must complete the Form I-9.
Previous Employee
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 Banner (NBAJOBS).
In all other cases, a new Form I-9 is not required.