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--- human:student_hiring_guide [2024/11/19 13:33] – [RA/GA Hiring Guide] Kelley Patient
+++ human:student_hiring_guide [2025/04/10 17:00] (current) – Joseph Magoffe
@@ Line 1: / Line 1: @@
-====== SEHD Student Hiring Guides ======
+====== SEHD Student Employment Guides ======
+<WRAP center round tip 60%>\\
+Who to contact about edits needed on this page: SEHD HR\\
+</WRAP>
 ===== Undergraduate Student Hiring Guide =====
@@ Line 7: / Line 11: @@
 Student Assistant series positions are for undergraduate students only, in most cases. *if the student is undergraduate/work study, please refer to Student Employment website: ([[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|Student Employment (ucdenver.edu)]])
+==== Required Trainings ====
+Supervisors, please review[[https://www.ucdenver.edu/offices/human-resources/learning-development/|this list of required trainings: www.ucdenver.edu/offices/human-resources/learning-development]].
+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.
 ==== Limit of Hours Worked ====
@@ Line 14: / Line 23: @@
 [[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]]
+We want to especially highlight the limit of hours worked: Effective July 1, 2015, the Student Employee Work Hours Administrative Policy limits the amount of hours students may work each semester across the CU system (Anschutz, Boulder, Denver, and Colorado Springs) to:
+**Fall (16 weeks, August – December) – 25 hours/max (or 50 hours per biweekly pay period)**
+**Spring (16 weeks, January – May) – 25 hours/max (or 50 hours per biweekly pay period)**
+**Summer (10 weeks, June – August) – 40 hours/max**. 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. Student employees who exceed the work hour limits (across all jobs, across all campuses) may become eligible for employee health benefits under the Affordable Care Act. In the event a student employee becomes eligible for benefits under the Affordable Care Act, employer benefits contributions will be proportionately charged to the department(s) where the student was employed when the limits were exceeded, regardless of where the student is currently employed. Departments may also be subject to additional administrative charges as a violation of this policy subjects the University to additional exposure under the Affordable Care Act. **Supervisor Responsibility:** Supervisors are responsible for communicating policy to their student employees. Students are responsible for communicating with their supervisor if they are no longer students or are scheduled to work more than the maximum total work hours allowed for all jobs. For biweekly students who track hours worked in MyLeave, the Supervisor will review and approve timesheets in MyLeave. The latest step-by-step guide is found here: [[https://www.cu.edu/docs/sbs-my-leave-supervisors|https://www.cu.edu/docs/sbs-my-leave-supervisors]]. If you will be taking leave or time away from work, please set up a proxy for your timesheet approvals to ensure that your student employees are paid in a timely manner. S
+ <font 11pt/inherit;;inherit;;inherit>teps to set up the proxy are found in the step-by-step guide, around page 5.</font>
 ==== Leave Benefits ====
@@ Line 24: / Line 40: @@
 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 ====
+====   ====
-Searches are required for most University new hires, but student employees are exempt from required searches at this time. SEHD does have student “pool” postings for each student position (Student Assistant, Graduate, & Research Assistants) that supervisors can review prior to submitting for a new search.\\
+==== Pay Ranges for undergraduate student employees, and job codes ====
-\\
-However, if no match is found through the pool posting or a specific need for a program is necessary, SEHD HR can certainly run a search.
-  * Submit the [[https://ucdenverdata.formstack.com/forms/sehd_hr_search|Job Posting – Student Hire]] form (select it from the drop-down menu)
+Denver minimum wage $18.81/hour as of 1/1/2025.
-  * Upon receipt of the form, the SEHD HR team will post your position to Handshake, UCD’s student and alumni job board.
+CU Denver Pay Rate:
-  * 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.
+Student Assistant I, job code 4101, $18.81/hr
-  * Note: Nothing you submit is set in stone, if anything looks incorrect, we will contact you for clarification.
+Student Assistant II, job code 4102, $18.81 - $19.34/hr
-  * There is no formal process for vetting candidates, once you find a student you’d like to hire, proceed to New Hire Request.
+Student Assistant III, job code 4103, $18.81 - $20.28/hr
-==== New Hire Request ====
+Student Assistant IV, job code 4104, $18.81 - $21.16/hr
-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.
-==== Pay Ranges ====
+Student Assistant V, job code 4105, $18.81 - $22.00/hr
-|   \\
+Student Assistant VI, job code 4106, $18.81 - $26.86/hr
-   CU Denver|   \\
-   Student Assistant I|   \\
-   Student Assistant II|   \\
-   Student Assistant III|   \\
-   Student Assistant IV|   \\
-   Student Assistant V|   \\
-   Student Assistant VI|
-|   \\
-   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.
 ==== Pay Timing Standards ====
@@ Line 94: / Line 83: @@
   * 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.
+==== Search ====
+Searches are required for most University new hires, but student employees are exempt from required searches at this time. SEHD does have student “pool” postings for each student position (Student Assistant, Graduate, & Research Assistants) that supervisors can review prior to submitting for a new search. \\  \\
+However, if no match is found through the pool posting or a specific need for a program is necessary, SEHD HR can certainly run a search.
+  * 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.
+  * 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.
+  * There is no formal process for vetting candidates, once you find a student you’d like to hire, proceed to New Hire Request.
 ==== 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. //
 ==== SEHD Students working for other CU Denver Teams ====
@@ Line 121: / Line 131: @@
 Supervisors should complete this form once a student resigns and/or is terminated.
 ===== RA/GA Hiring Guide =====
@@ Line 129: / Line 138: @@
 **Student Assistant **series positions are for undergraduate students only, in most cases. *if the student is undergraduate/work study, please refer to Student Employment website: ([[https://www.ucdenver.edu/lynxconnect/career-center/student-employment|Student Employment (ucdenver.edu)]])
-**Teaching Assistant and Graduate Part Time Instructor** positions are coordinated by the program lead for each course area based on enrollment. Please refer to the SEHD Wiki Pattern of Administration: [[https://wiki.cu.studio/handbooks/pattern_of_administration?s[]=teaching assistant#teaching_assistantssecondary_instructors|https://wiki.cu.studio/handbooks/pattern_of_administration?s[]=teaching%20assistant#teaching_assistantssecondary_instructors]]
+**Teaching Assistant and Graduate Part Time Instructor**  positions are coordinated by the program lead for each course area based on enrollment. Please refer to the SEHD Wiki Pattern of Administration: [[https://wiki.cu.studio/handbooks/pattern_of_administration?s[]=teaching assistant#teaching_assistantssecondary_instructors|https://wiki.cu.studio/handbooks/pattern_of_administration?s[]=teaching%20assistant#teaching_assistantssecondary_instructors]]
 **Graduate Assistants (GA)**: This position is focused on administrative work for a department and is not directly involved in instruction or research.
@@ Line 141: / Line 150: @@
 In Sept. 2023 we learned that certificate students may also be eligible for student employee roles:
  <font 11pt/inherit;;inherit;;inherit>If the certificate program they are enrolled in is graduate level, then we are able to hire them as a graduate assistant.</font>
+==== Required Trainings ====
+Supervisors, please review[[https://www.ucdenver.edu/offices/human-resources/learning-development/|this list of required trainings: www.ucdenver.edu/offices/human-resources/learning-development]].
+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.
 ==== Limit of Hours Worked ====
-(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”)
+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.
-This resource is regularly updated and should be checked first, but as of January 2021 edition…
+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…
-“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.**
+“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.
-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)].”
+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.
@@ Line 164: / Line 183: @@
 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, job code 1505, $20 - $25 per hour
-Research Assistant –> $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 \\
 Doctoral level students tend to be more in the $20 – 23 range.
 For context, minimum wage in Denver increased from
-$12.00 –> $12.85 in 2020 –>\\
+$12.00 –> $12.85 in 2020 –> \\
-$14.77 –> $15.00 in 2021 –>\\
+$14.77 –> $15.00 in 2021 –> \\
-$15.00 –> $15.87 in 2022 –>\\
+$15.00 –> $15.87 in 2022 –> \\
-$15.87 –> $17.29 in 2023 –>\\
+$15.87 –> $17.29 in 2023 –> \\
 $17.29 –> $18.29 in 2024 –>
@@ Line 198: / Line 216: @@
 **Fall/Spring (9 credits)** \\
-Tuition Credits = $3,393.00\\
+Tuition Credits = $3,393.00 \\
-Fees = $600.00\\
+Fees = $600.00 \\
-Hourly rate = $22.00 for 20 hours per week\\
+Hourly rate = $22.00 for 20 hours per week \\
-Total Salary Amount = $7,040.00\\
+Total Salary Amount = $7,040.00 \\
-Total Dollar Award = $11,033.00\\
+Total Dollar Award = $11,033.00 \\  \\  \\  \\
-\\
-\\
-\\
 Most of the time, scholarships are given to RAs, because those positions are research oriented, and funds come from a grant. Some scholarships are paid through SEHD for recruitment, reviewed by a committee, from a PhD tuition speedtype.
@@ Line 219: / Line 234: @@
 ==== 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 position becomes available.
-Job Description (specific to each job title, for ex: Graduate Assistant ….)
-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).
-----
+==== 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.
@@ Line 258: / Line 249: @@
   * 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.
+*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.
+Students paid biweekly can start as soon as the on-boarding steps are completed.
+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 ====