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human:student_hiring_guide

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human:student_hiring_guide [2026/10/13 21:50] – [RA/GA Hiring Guide] Michaela Clarkhuman:student_hiring_guide [2026/10/13 21:54] (current) – [RA/GA Hiring Guide] Michaela Clark
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 This includes **FERPA** for roles that have access to student information, and **Discrimination and Sexual Misconduct **and **Information Security **trainings for all employees. Supervisors, please be sure to inform student employees of all trainings that may apply to them in their role. SEHD HR is available to you if you have questions including support to check that trainings have been completed. This includes **FERPA** for roles that have access to student information, and **Discrimination and Sexual Misconduct **and **Information Security **trainings for all employees. Supervisors, please be sure to inform student employees of all trainings that may apply to them in their role. SEHD HR is available to you if you have questions including support to check that trainings have been completed.
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 ==== Limit of Hours Worked ==== ==== Limit of Hours Worked ====
  
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 ==== Grant-Funded positions ==== ==== Grant-Funded positions ====
  
-If the position is grant funded, it is helpful to include a note that the position is contingent upon grant funding. In the past, SEHD HR has used this wording in the letter of offer: \\ +If the position is grant funded, it is helpful to include a note that the position is contingent upon grant funding. In the past, SEHD HR has used this wording in the letter of offer: \\ //This is a grant-funded position. Continuation of the position and tuition assistance is entirely dependent on the continued availability of the grant funds.//
-//This is a grant-funded position. Continuation of the position and tuition assistance is entirely dependent on the continued availability of the grant funds.//+
  
 ==== Advertising for SEHD student positions ==== ==== Advertising for SEHD student positions ====
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 Once a student has been identified, a few hiring steps need to be taken. **Please anticipate several weeks for hiring paperwork processing**, even if the student is a current employee. Onboarding requirements include completing a background check, employment verification, and other on-boarding steps. Generally, the more advance notice we can have, the smoother the onboarding can be for you and the new colleague. Once a student has been identified, a few hiring steps need to be taken. **Please anticipate several weeks for hiring paperwork processing**, even if the student is a current employee. Onboarding requirements include completing a background check, employment verification, and other on-boarding steps. Generally, the more advance notice we can have, the smoother the onboarding can be for you and the new colleague.
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   * Submit the [[https://ucdenverdata.formstack.com/forms/sehd_hr_new_hire|Hire Request Form]] (select Student from the drop-down menu) using your requested details.   * Submit the [[https://ucdenverdata.formstack.com/forms/sehd_hr_new_hire|Hire Request Form]] (select Student from the drop-down menu) using your requested details.
   * The submitted form will automatically notify the SEHD HR team of your hire request.   * The submitted form will automatically notify the SEHD HR team of your hire request.
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 HR can check with the Student Employment team to get the specific dates for each semester. HR can check with the Student Employment team to get the specific dates for each semester.
  
-Although this link provides monthly payroll deadlines ([[https://www.cu.edu/hcm-community/pay-employees/payroll-production-calendars|https://www.cu.edu/hcm-community/pay-employees/payroll-production-calendars]]), the student biweekly calendar can be hard to find. It’s a button at the bottom of this page as of 6/28/21: [[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|https://www.ucdenver.edu/lynxconnect/career-center/student-employment]]+Monthly payroll deadlines can be found here: [[http://www.cu.edu/hcm-community/pay-employees/payroll-production-calendars|www.cu.edu/hcm-community/pay-employees/payroll-production-calendars]] (may require sign-in) 
 + 
 +The biweekly payroll calendar can be found here: [[http://2026-2027-student-employment-bi-weekly-payroll-calendar.pdf|2026-2027-student-employment-bi-weekly-payroll-calendar.pdf]]
  
 ==== Can we hire a GA or RA prior to them starting classes in the fall? ==== ==== Can we hire a GA or RA prior to them starting classes in the fall? ====
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 After a student resigns (or is terminated) from their position with SEHD, the best practice is to close out any access they may have been granted. If SEHD IT granted the access (ie: Q/T drives, or other programs), a email must be sent to remove the access (send to: [[sehdhelp@ucdenver.edu|sehdhelp@ucdenver.edu]]). After a student resigns (or is terminated) from their position with SEHD, the best practice is to close out any access they may have been granted. If SEHD IT granted the access (ie: Q/T drives, or other programs), a email must be sent to remove the access (send to: [[sehdhelp@ucdenver.edu|sehdhelp@ucdenver.edu]]).
  
-Additionally, the supervisor is responsible for submitting a [[https://ucdenverdata.formstack.com/forms/employee_checkout_notification?sso=5f0dd3f462ad5&sso=63e28f36407fc|checkout notification form]]. (*This is to be completed if a student is leaving University employment and does not hold a position with another team.)+Additionally, the supervisor is responsible for submitting a [[https://ucdenverdata.formstack.com/forms/sehd_hr_separations|Separations form]]. If the student has multiple positions with you, please specify which one(s) are being terminated. If you know the student is graduating or separating from the university entirely, please note this in the "additional pertinent details" section, as this will prompt us to reach out to other relevant parties to determine if other positions can be terminated.
  
 For other applications/programs granted by the supervisor, the supervisor is responsible for removing the resigned student. For other applications/programs granted by the supervisor, the supervisor is responsible for removing the resigned student.
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-Supervisors should complete this form once a student resigns and/or is terminated. 
  
  
human/student_hiring_guide.txt · Last modified: by Michaela Clark