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human:student_hiring_guide

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human:student_hiring_guide [2024/10/24 21:57] – [RA/GA Hiring Guide] Kelley Patienthuman:student_hiring_guide [2025/03/14 15:44] (current) – [RA/GA Hiring Guide] Kelley Patient
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 Undergraduate student hourly employees are recommended to work 20 hours a week throughout the Fall, Spring and Summer semesters while classes are in session. The maximum number of hours a student employee may work during the fall and spring semester is 25 hours per week or 50 hours per biweekly payroll period, provided no single week in that period exceeds 40 work hours. However, the maximum number of hours a student employee may work during the summer is 40 hours per week\\ Undergraduate student hourly employees are recommended to work 20 hours a week throughout the Fall, Spring and Summer semesters while classes are in session. The maximum number of hours a student employee may work during the fall and spring semester is 25 hours per week or 50 hours per biweekly payroll period, provided no single week in that period exceeds 40 work hours. However, the maximum number of hours a student employee may work during the summer is 40 hours per week\\
 (Reference student handbook: [[https://www.ucdenver.edu/docs/librariesprovider134/student-employment/student-hourly-employment-handbook.pdf?sfvrsn=3691c0ba_4|student-hourly-employment-handbook.pdf (ucdenver.edu)]] (Reference student handbook: [[https://www.ucdenver.edu/docs/librariesprovider134/student-employment/student-hourly-employment-handbook.pdf?sfvrsn=3691c0ba_4|student-hourly-employment-handbook.pdf (ucdenver.edu)]]
 +
 +[[https://www.ucdenver.edu/docs/librariesprovider134/student-employment/student-hourly-employment-handbook.pdf?sfvrsn=3691c0ba_4|Student Hourly employees]] who are graduating may work to the end of the semesters pay period, and do NOT need to end their position after the last day of classes and/or finals week.
 +
 +[[https://ucdenver.edu/docs/librariesprovider22/financial-aid/student-employment/2024-2025/2024-2025-student-employment-bi-weekly-payroll-calendar.pdf?sfvrsn=1b0e91bb_3|Fall 2024 pay period ends 12/21/24]]
  
 ==== Leave Benefits ==== ==== Leave Benefits ====
  
-Student employees are eligible for jury duty pay and sick leave, but not eligible for, or entitled to; fringe benefits such as retirement, vacation, unemployment and/or paid holidays. As of January 1, 2021, Student positions will accrue sick leave at a rate of 0.034 hours per hour worked with a maximum accrual of 48 hours per fiscal year (July 1 – June 30).+Student employees are eligible for jury duty pay and sick leave, but not eligible for, or entitled to; fringe benefits such as retirement, vacation, unemployment and/or paid holidays. 
 + 
 +As of January 1, 2021, Student positions will accrue sick leave at a rate of 0.034 hours per hour worked with a maximum accrual of 48 hours per fiscal year (July 1 – June 30). Students can use sick leave to cover time that they would have normally been working, for reasons listed under the Sick leave tab at this policy statement website: [[https://www.cu.edu/ope/aps/5062|https://www.cu.edu/ope/aps/5062]]. Supervisors will be asked to approve of the sick leave through the MyLeave timesheet process. There is a row in the student MyLeave dashboard showing their accrued sick leave balance. To review their available balance before approving, please navigate to MyLeave. From your UCD Portal, select the MyLeave tile (clock icon), then use the dropdown menu to select their name. Sick leave should display on the top row of the table under their name and their current balance is in the far right column. If you have questions, please contact your SEHD HR team (sehdhr@ucdenver.edu). 
 + 
 +Students may be eligible for FAMLI leave as of January 1, 2024, and will work through the application review process with CU's leave team to determine their options.
  
 ==== Search ==== ==== Search ====
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   * Submit the [[https://ucdenverdata.formstack.com/forms/sehd_hr_search|Job Posting – Student Hire]] form (select it from the drop-down menu)   * Submit the [[https://ucdenverdata.formstack.com/forms/sehd_hr_search|Job Posting – Student Hire]] form (select it from the drop-down menu)
 +
   * Upon receipt of the form, the SEHD HR team will post your position to Handshake, UCD’s student and alumni job board.   * Upon receipt of the form, the SEHD HR team will post your position to Handshake, UCD’s student and alumni job board.
 +
   * When selecting “Employment Type” review the Pay Matrix from the latest [[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|Student Employment Handbook]] for assistance.   * When selecting “Employment Type” review the Pay Matrix from the latest [[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|Student Employment Handbook]] for assistance.
 +
   * Note: Nothing you submit is set in stone, if anything looks incorrect, we will contact you for clarification.   * Note: Nothing you submit is set in stone, if anything looks incorrect, we will contact you for clarification.
 +
   * There is no formal process for vetting candidates, once you find a student you’d like to hire, proceed to New Hire Request.   * There is no formal process for vetting candidates, once you find a student you’d like to hire, proceed to New Hire Request.
  
-==== New Hire Request ====+==== Pay Ranges for undergraduate student employees, and job codes ====
  
-Once you have a student in mind… **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.+Denver minimum wage $18.81/hour as of 1/1/2025.
  
-  * 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. +CU Denver Pay Rate:
-  * The submitted form will automatically notify the SEHD HR team of your hire request. +
-  * SEHD HR will review the details you requested and contact you for clarification or recommendation adjustments.+
  
-==== Pay Ranges ====+Student Assistant I, job code 4101, $18.81/hr
  
-| \\ CU Denver| \\ Student Assistant I| \\ Student Assistant II| \\ Student Assistant III| \\ Student Assistant IV| \\ Student Assistant V| \\ Student Assistant VI| +Student Assistant II, job code 4102, $18.81 - $19.34/hr
-| \\ Pay Rate:| \\ $18.29 - $18.36/hr| \\ $18.29 - $19.34/hr| \\ $18.29 - $20.28/hr| \\ $18.29 - $21.16/hr| \\ $18.29 - $22.00/hr| \\ $18.29 - $26.86/hr|+
  
-Denver minimum wage is $18.29/hour, as of 1/1/2024, and increasing to $18.81/hour as of 1/1/2025.+Student Assistant III, job code 4103, $18.81 - $20.28/hr 
 + 
 +Student Assistant IV, job code 4104, $18.81 - $21.16/hr 
 + 
 +Student Assistant V, job code 4105, $18.81 - $22.00/hr 
 + 
 +Student Assistant VI, job code 4106, $18.81 - $26.86/hr
  
 ==== Pay Timing Standards ==== ==== Pay Timing Standards ====
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   * Your new hire cannot start work until the following requirements have been met:   * Your new hire cannot start work until the following requirements have been met:
-      * A background check has been passed + 
-      * A new hire meeting has been scheduled to complete the I-9 hiring paperwork +  * A background check has been passed 
-      * Confirmation from SEHD HR with appropriate start date+ 
 +  * A new hire meeting has been scheduled to complete the I-9 hiring paperwork 
 + 
 +  * Confirmation from SEHD HR with appropriate start date 
   * Upon receipt of the new hire form, the SEHD HR team will begin the hiring paperwork process with the new hire. As the supervisor, you will be copied on initial correspondence with the hire.   * Upon receipt of the new hire form, the SEHD HR team will begin the hiring paperwork process with the new hire. As the supervisor, you will be copied on initial correspondence with the hire.
 +
   * Based upon the information submitted in your Hire Request form, the SEHD HR team will create a letter of offer for your student employee and will ask you to review and sign it.   * Based upon the information submitted in your Hire Request form, the SEHD HR team will create a letter of offer for your student employee and will ask you to review and sign it.
 +
   * You will also be cc’d on the last piece of hiring email correspondence regarding timesheets (if applicable), required trainings (if applicable) and the student handbook.   * You will also be cc’d on the last piece of hiring email correspondence regarding timesheets (if applicable), required trainings (if applicable) and the student handbook.
 +
 +==== New Hire Request ====
 +
 +Once you have a student in mind… **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.
 +
 +  * 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.
 +  * SEHD HR will review the details you requested and contact you for clarification or recommendation adjustments.
  
 ==== Grant-Funded positions ==== ==== Grant-Funded positions ====
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 ==== Limit of Hours Worked ==== ==== Limit of Hours Worked ====
 + <font 12.0pt/inherit;;inherit;;inherit>Graduate students who hold full-time assistantships (20-25 hours per week) are** generally not eligible for additional work at CU**. If there are occasional special opportunities, requests for exceptions can be made by the supervisor to the Dean.</font>
  
-(refer to student handbook: [[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|https://www.ucdenver.edu/lynxconnect/career-center/student-employment]], see the section on “Work Hour Regulation”)+Refer to the [[https://www.ucdenver.edu/lynxconnect/career-center/job-search/student-employment|student employment ]]handbook, especially the section on “Work Hour Regulation.” This resource is regularly updated and should be checked first, but as of Nov 2024…
  
-This resource is regularly updated and should be checked first, but as of January 2021 edition…+“Undergraduate student employees (Work-Study and Student Hourly) are recommended to work 20 hours a week throughout the Fall, Spring and Summer semesters while classes are in session. The maximum number of hours a student employee may work during the fall and spring semester is 25 hours per week or 50 hours per biweekly payroll period, provided no single week in that period exceeds 40 work hours. However, the maximum number of hours a student employee may work during the summer is 40 hours per week.
  
-“Graduate and Professional student hourly employees are recommended to work 20 hours a week throughout the Fall, Spring and Summer semesters while classes are in session. **The maximum number of hours a student employee may work during the fall and spring semester is 25 hours per week** or 50 hours per biweekly payroll period, provided no single week in that period exceeds 40 work hours. However, **the maximum number of hours a student employee may work during the summer is 40 hours per week.**+Graduate and Professional student employees (Work-Study and Student Hourly) are recommended to work 20 hours a week throughout the Fall, Spring and Summer semesters while classes are in session. The maximum number of hours a student employee may work during the fall and spring semester is 25 hours per week or 50 hours per biweekly payroll period, provided no single week in that period exceeds 40 work hours. However, the maximum number of hours a student employee may work during the summer is 40 hours per week. 
 + 
 +International Students: In accordance with the Immigration and Naturalization Service (INS) regulations, international students may not work more than 20 hours per week—in total, regardless of the number of positions—while classes are in session during the Fall and Spring semesters. During the Summer semester, and when the University is on an official break and/or no classes are in session, international students may work on campus in a student hourly position, up to, but not more than, 40 hours a week. Additional employment for international students is prohibited under [8 CFR 214.2 (f)(9)(i) and at 22 CFR 62.23 (g)(2)(iii)]." 
 + 
 +— 
 + 
 +[[https://www.ucdenver.edu/docs/librariesprovider134/student-employment/student-hourly-employment-handbook.pdf?sfvrsn=3691c0ba_4|Student Hourly employees]] who are graduating may work to the end of the semesters pay period, and do NOT need to end their position after the last day of classes and/or finals week. 
 + 
 +[[https://ucdenver.edu/docs/librariesprovider22/financial-aid/student-employment/2024-2025/2024-2025-student-employment-bi-weekly-payroll-calendar.pdf?sfvrsn=1b0e91bb_3|Fall 2024 pay period ends 12/21/24]]
  
-International Students: In accordance with the Immigration and Naturalization Service (INS) regulations,** international students may not work more than 20 hours per week**—in total, regardless of the number of positions—while classes are in session during the Fall and Spring semesters. **During the Summer semester, and when the University is on an official break and/or no classes are in session, international students may work on campus in a student hourly position, up to, but not more than, 40 hours a week**. Additional employment for international students is prohibited under [8 CFR 214.2 (f)(9)(i) and at 22 CFR 62.23 (g)(2)(iii)].” 
 ==== Leave Benefits ==== ==== Leave Benefits ====
  
-Student employees are eligible for jury duty pay and sick leave, but not eligible for, or entitled to; fringe benefits such as retirement, vacation, unemployment and/or paid holidays. As of January 1, 2021, Student positions will accrue sick leave at a rate of 0.034 hours per hour worked with a maximum accrual of 48 hours per fiscal year (July 1 – June 30). Students may be eligible for FAMLI leave as of January 1, 2024, and will work through the application review process with CU's leave team to determine their options.+Graduate student employees are eligible for jury duty pay and sick leave, but not eligible for, or entitled to; fringe benefits such as retirement, vacation, unemployment and/or paid holidays. 
 + 
 +As of January 1, 2021, Graduate student positions will accrue sick leave at a rate of 0.034 hours per hour worked with a maximum accrual of 48 hours per fiscal year (July 1 – June 30). Students can use sick leave to cover time that they would have normally been working, for reasons listed under the Sick leave tab at this policy statement website: [[https://www.cu.edu/ope/aps/5062|https://www.cu.edu/ope/aps/5062]]. Supervisors will be asked to approve of the sick leave through the MyLeave timesheet process. There is a row in the student MyLeave dashboard showing their accrued sick leave balance. To review their available balance before approving, please navigate to MyLeave. From your UCD Portal, select the MyLeave tile (clock icon), then use the dropdown menu to select their name. Sick leave should display on the top row of the table under their name and their current balance is in the far right column. If you have questions, please contact your SEHD HR team (sehdhr@ucdenver.edu). 
 + 
 +Graduate students may be eligible for FAMLI leave as of January 1, 2024, and will work through the application review process with CU's leave team to determine their options
  
-==== Pay Ranges ====+==== Pay Ranges for graduate student employees, and job codes ====
  
-Common pay rates for SEHD graduate student positions in 2024 are as follows.\\+Common pay rates for SEHD graduate student positions in 2025 are as follows. We must be above the minimum wage at least, which is $18.81 in 2025.\\
 \\ \\
-Research Assistant –> $20 - $25 per hour+Research Assistant, job code 1505, $20 - $25 per hour
  
-Graduate Assistant –> $19 - $23 per hour+Graduate Assistant, job code 1502, $19 - $23 per hour
  
 Masters level students tend to be more in the $19 + range\\ Masters level students tend to be more in the $19 + range\\
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 ==== Advertising for SEHD student positions ==== ==== Advertising for SEHD student positions ====
  
-Student positions are posted on Handshake and renewed each semester. The job ad template was created in 2021, in collaboration with Sandy Mondragon.+General student positions are posted on Handshake and renewed each semester. We use a job ad template which was created in 2021, in collaboration with Sandy Mondragon.
  
-Template text: +Applications must be received by the semester deadline (July 31 for fall, December 31 for spring, and April 30 for summer) in order to be considered when a position becomes available. Applications will be cleared each semester.
- +
----- +
- +
-This is an open continuous posting for you to express interest in working for the School of Education & Human Development when a Graduate Assistant job becomes available. +
- +
-Job Description +
- +
-(specific to each job title, for ex: Graduate Assistant ….) +
- +
-Effective 1/1/2024, minimum wage is $18.29 +
- +
-Fall Deadline: July 31 +
- +
-Spring Deadline: December 31 +
- +
-Summer Deadline: April 30 +
- +
-Applications must be received by the deadline in order to be considered when a position becomes available. Applications will be cleared each semester as positions are filled; you must resubmit your application each semester to be considered. +
- +
-Please include in your cover letter the name of the degree program area you are enrolled in. +
- +
-For more information about the SEHD, please visit our website: [[https://education.ucdenver.edu/|https://education.ucdenver.edu/]] +
- +
-For more information about Student Employment at the University, please visit this website: [[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|https://www.ucdenver.edu/lynxconnect/career-center/student-employment]] +
- +
-Please address any inquiries about the application process or submission of application materials to: [[SEHDHR@ucdenver.edu|SEHDHR@ucdenver.edu]]+
  
 If there is a specific need (approved student position through department/individual budget), a position search can be posted on Handshake. In order to do this, a Formstack must be completed, found here: [[https://ucdenverdata.formstack.com/forms/sehd_hr_search|HR Search Form - Formstack]] (Select Student from drop down menu). If there is a specific need (approved student position through department/individual budget), a position search can be posted on Handshake. In order to do this, a Formstack must be completed, found here: [[https://ucdenverdata.formstack.com/forms/sehd_hr_search|HR Search Form - Formstack]] (Select Student from drop down menu).
  
-----+==== To Hire a Graduate Student ====
  
-To Hire a Student+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. 
 +  * 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. 
 +  * SEHD HR will review the details you requested and contact you for clarification or recommendation adjustments. 
 +  * Once HR has cleared the student for hire, HR will communicate the approved start date with supervisor. A letter of offer is signed and submitted to HR for further processing. 
 +  * A student may begin work after all the on-boarding steps have been completed and have received notice from SEHD HR.
  
-Once a student has been identified, a few hiring steps need to be taken:+*Important note regarding start dates: students who are paid monthly must have their official hire date on the first calendar day of a month. This timing sometimes limits us, due to I-9 and background checks required to be clear before the start date.
  
-  - Complete HR Hire Request: [[https://ucdenverdata.formstack.com/forms/sehd_hr_new_hire|HR New Hire - Formstack]] +Students paid biweekly can start as soon as the on-boarding steps are completed.
-  - This notifies HR a new student is to be hired +
-  - HR will determine what on-boarding steps need to be taken (ie: background check and/or I-9 verification). This process can take up to 2 weeks, if the student is a new employee to the University +
-  - Once HR has cleared the student for hire, HR will communicate the approved start date with supervisor. A letter of offer is signed and submitted to HR for further processing. +
-  - A student may begin work after all the on-boarding steps have been completed and have received notice from SEHD HR.+
  
-*Important note regarding start dates: students who are paid monthly must start on the first of a month; students paid biweekly can start as soon as the on-boarding steps are completed; and contract students will begin the first day of the semester.+Students paid on contracts generally begin the first day of the semester, or a shorter contract can be worked out in advance with SEHD HR.
  
 ==== SEHD Students working for other CU Denver Teams ==== ==== SEHD Students working for other CU Denver Teams ====
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 Example: a working SEHD doctoral student who wants to work as a Teaching Assistant or a GA or RA in SEHD during their studies. Example: a working SEHD doctoral student who wants to work as a Teaching Assistant or a GA or RA in SEHD during their studies.
  
-  * It’s no problem if one position is a student position with a limit of 25 hours on our campus and another position is a staff position at another campus. We don’t have to worry about the 25-hour limit. However, we do not want to ask someone to work more than 40 hours across two positions.+  * If one position is a student position with a limit of 25 hours on our campus and another position is a staff position at another campus, working both may be possible. SEHD HR should work with the other HR team to confirm the setup details.
   * SEHD HR would like to receive a copy of confirmation from the supervisor in the other CU department if applicable that they are aware that the employee is also working _#_ hours at CU Denver SEHD in _Title_ work appointment. Positions at Anschutz, in particular, may require a buy-out arrangement and can be a challenge to get approved by the Anschutz side. Staff & PRA positions at Anschutz and less than 100%-time positions at Anschutz may be possible to add an SEHD role.   * SEHD HR would like to receive a copy of confirmation from the supervisor in the other CU department if applicable that they are aware that the employee is also working _#_ hours at CU Denver SEHD in _Title_ work appointment. Positions at Anschutz, in particular, may require a buy-out arrangement and can be a challenge to get approved by the Anschutz side. Staff & PRA positions at Anschutz and less than 100%-time positions at Anschutz may be possible to add an SEHD role.
   * The intended employee should connect SEHD HR with their HR person at Anschutz/AMC Prior to beginning any work with SEHD. We in SEHD are happy to support these hires, just need to know what actions are required to partner with the AMC policies related to that person, for example letting AMC know what speedtype to charge, etc. Sometimes, for example, we add an appointment here on our side and just pay the additional work above the regular full-time position, if that works for the home HR department.   * The intended employee should connect SEHD HR with their HR person at Anschutz/AMC Prior to beginning any work with SEHD. We in SEHD are happy to support these hires, just need to know what actions are required to partner with the AMC policies related to that person, for example letting AMC know what speedtype to charge, etc. Sometimes, for example, we add an appointment here on our side and just pay the additional work above the regular full-time position, if that works for the home HR department.
human/student_hiring_guide.1729807059.txt.gz · Last modified: 2024/10/24 21:57 by Kelley Patient