Information for Hiring Managers

If you are supervising students for the first time and require hiring manager access in Workday, please complete the Student Hiring Manager JM Request Form.

Once your hiring manager JM has been create, please use the following as a guide for hiring students and posting jobs. 

Where to Start:

All jobs must be posted in Workday, NO other platforms can be used. The link can also be found through myColby or Okta. 

• Step-by-Step Guide for Posting Jobs!
• How to post a job requisition video
• How to Review and Hire a candidate in Workday video

You could choose from more than 63 job descriptions when considering hiring student employees. Job requisition will be reviewed and posted within 2-3 days.

Different positions will have different pay rates based on the job description, and the minimum wage at Colby is $14.65 (Statewide minimum wage). You must add in the comments if your position wages will be paid from a specific cost allocation, for example, a gift, grant, assignee, or endowment. If you have questions regarding your position’s wage, please contact Student Employment at [email protected].

Review Applicants and Choose Your Candidates. This can be done through Workday. Step-by-Step guide on how to Review and Hire! These instructions must be followed even if your position wages will be paid from a specific cost allocation, for example, a gift, grant, assignee, or endowment.

If you need help or guidance screening, interviewing, or choosing contact Suheir Alaskari via email at [email protected].

The Form I-9 and onboarding MUST be completed and verified by a Student Employment Office/HR representative before students can begin working. Students are not allowed to work remotely, they cannot work from out of state or abroad.

Overview of the Students Process.

If necessary Remind the students to complete the Onboarding when first hired.

If you are hiring a new student please confirm with the Student Employment team that they have completed the onboarding requirements before they start. Do NOT let students start before they have completed their I-9s and Onboarding and been officially hired in Workday as this is a federal requirement! This includes providing all required ID(s), just filling out the form itself does NOT mean that they’ve completed their Onboarding Requirements.

In the Workday check the “My Team” app to make sure your students have been hired. You can contact Student Employment and ask them to unpost your job requisition. So you don’t receive new applications. 

If you want to close your jobs requisition because your employment has been completed. Click here for step by step guide HERE!

You can review your student employee’s time in Workday under the “Team Time” app. 

Guide to managing your Team’s Time.

Important Reminders:

• Hiring managers must approve time by the deadline every other Monday by 10 a.m., the same week as the pay week. 
  • See the bi-weekly Payroll schedule for students on the Payroll website.
• By submitting and approving time, both the student and the manager attest to the accuracy of the hours worked. Any falsification of information on the student’s part could result in disciplinary action, up to termination.
• For each student, all positions COMBINED should not exceed 12 hours per week, to allow sufficient time for academics and other Colby activities. 

Hiring Managers are expected to support and guide their student employees including outlining expectations, providing clear direction on duties, and providing timely feedback on performance as needed.

Departments maintain different policies and practices so student employees and hiring managers should agree on the expectations upon hiring. The student employment office is available to support hiring managers who have issues with unsatisfactory employee performance. Ask for assistance as needed!

Resources for Student Employment:

• Student Training Checklist
• Student Employee Responsibilities
• Confidentiality Agreement
• Student Performance Evaluation Form
• Time Management
• Resolving Conflict
• Talent Development Current Schedule

Some helpful reports to navigate Workday:

• To see all your open positions, please search for “My Open Job Requisitions-” and click Okay.
• To send a link to your posted job to students, please search for “Find Student Jobs – CR”, search for your job by your name, title, or the R000 number, and copy the link to it.
• To see all your past and current (open, closed, or filled ) positions, search for ” My recent Job Requisitions- CR” and click okay.

Other helpful guides:

• How to Post a Job
• Review and Hire Students
• Time Tracking – Manage Your Team’s Time Job Aid (Condensed) (Step-by-Step)
• Using the Team Time App
• How to Close a Job Requisition
• How to Manage Email Notifications From Workday